What Venues Wish You’d Tell Them: How To Get The Most Out Of Your Next Event?
At Firstsite, we work with event organisers every day, from first-time planners to experienced professionals. One thing we’ve learned: the most successful events begin with a clear sense of purpose.
1. Start with a purpose
Choosing the right venue is one of the biggest decisions you’ll make. The space affects how people move, interact, and remember the day. Sharing your goals early and working closely with a venue team makes the process smoother.
Ask yourself:
- What would make this event a success for you?
- Are you aiming for profit, impact, brand awareness, or a mix?
- How will you measure success – ticket sales, engagement, atmosphere?
Understanding what matters most shapes everything – from layout and pacing to technical and staffing decisions.
2. Be open about budget
Budget also plays an important role. Being open about your budget range allows venues to suggest realistic options and focus on what will have the greatest impact.
It can also highlight where small adjustments might make a meaningful difference without compromising the overall feel of your event.
3. Define your priorities
We recently worked with a client who arrived with a clear list of requirements, but when we explored what success looked like, it became clear that visual impact was their top priority.
By focusing on how guests would experience the space, we explored different display options – from screens and easels to wayfinding signage – and designed a clear, intuitive journey through the gallery.
Making full use of Firstsite as an art space helped create an immersive and memorable experience.
4. Practical details matter
Once goals are defined, practical details come into focus. A good venue won’t just provide a room – it will help you make informed decisions.
At Firstsite, that often means offering clear guidance on capacity, layouts, and practical details such as how many standard exhibitor tables can comfortably fit into a space.
Tip: Walk through the event journey from arrival to exit to ensure:
• Sightlines and accessibility – Can everyone see, hear, and engage?
• Clear navigation – Is it easy for guests to find their way?
• Timing and sequencing – Does the schedule allow the audience to experience the event as intended?
• Interaction and engagement tools – How will attendees connect with speakers, exhibits, or each other to make the event memorable?
Addressing these points early saves time and removes guesswork.
5. Confirm your requirements
Once goals and practicalities are clear, you can finalise details like:
- Production and technical needs
- Catering and furniture
- Staffing and other resources
6. Remember to be V.O.C.A.L
As a simple reminder, we encourage clients to be V.O.C.A.L:
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Vision – Know what success looks like
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Objectives – Define measurable goals
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Cost – Be transparent about your budget
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Ask questions – Don’t leave anything unclear
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List the details – Practical considerations matter
Following these steps ensures your event is purposeful, practical, and memorable.
Hire Firstsite for your next event!
At Firstsite, we’re happy to guide organisers through every step of the process, tailoring our spaces to support each event’s vision. Based in the centre of Colchester, Essex, we offer a unique and inspiring setting for a wide range of events.
Enquire now