Running a venue and managing events comes with countless moving parts, all of which need to work seamlessly together to create an unforgettable experience for clients. If you’re just getting started in the events industry or managing a venue, here are some lessons learned along the way that would have been invaluable to me when I was young and dumb (aka taking on way more than I should have).
What I Wish I Knew Back Then
When you’re new to running events at a venue, the learning curve is steep. Not only are you getting to know the events industry, but you also have to figure out how to best operate within your specific venue.
Hands-on experience is key. From understanding the back of the house operations to learning how other vendors run their part of the event, the more you’re involved, the better you’ll understand how everything comes together. If you’re interested in wedding planning, working at a venue is a great way to gain a comprehensive view of how all wedding vendors collaborate for the success of each event.
A tip I wish I’d followed sooner: Building a network with other venue managers early on would have been so beneficial. One of the biggest revelations for me came during the COVID pandemic when a fellow venue manager reached out and organized monthly check-ins with other non-profit venues around the city. This sense of community was a game-changer! We all found ourselves asking, “Why haven’t we been doing this all along?” Having a support system is so important, especially since working at a venue can sometimes feel pretty isolating.
Lastly, I wish I’d had an operational handbook when I first started. The venue I worked at had little history of events, and I was essentially starting from scratch. I developed a full program, pricing model, and marketing strategy, growing from hosting 10 small events a year to over 60+. A starter guide would have saved me so much time and effort!
Insights from Working with our Venue Clients
One of the most important things I’ve learned is how vital it is to know your venue inside and out. You should be aware of the maximum guest capacity for every possible event scenario. Using a floorplan system that’s accessible to your team, your clients, and vendors will streamline the planning process and make communication between all parties a breeze!
When showing the space to a couple, I always recommend walking through the venue as if you’re one of their guests. This helps them visualize the event from their guests’ perspective, ensuring every detail is accounted for.
Lastly, have a prepared list of questions to ask your clients during site visits. This can help you create an ideal floor plan and offer advice that will lead to a successful event.
Top Tips to Running a Successful Venue
Build a Process.
Every venue needs a structured process for events. I’ve worked with venues where having templates, checklists, and reminders was a lifesaver and I have worked with venues that don’t have a process in place and it unfortunately shows. With so many different events happening, it’s easy for details to blur together. A standard process ensures consistency and helps you stay organized.
Understand What to Offer and Where to Draw the Line.
Running a venue means balancing flexibility with boundaries. While you want to accommodate clients, it’s essential to know your venue’s limits and avoid stretching yourself too thin. Having clear guidelines helps maintain a professional and enjoyable experience for everyone involved.
Create a Client Packet.
I’ve found that having a physical client packet is extremely helpful. It may seem old school, but it works! After a site visit, clients often feel overwhelmed with information. Handing them a tangible packet helps them keep things straight, especially if they’re touring multiple venues. You can also create a digital version to send after the meeting if physical packets aren’t your style.
Read my blog post on what to include in a client packet here.
How Running a Large Venue Inspired Me
Working in a large venue, helping with renovations, and expanding offerings have provided me with a unique perspective of both the operational side and the vendor-client relationships. I’ve gained a deep understanding of what it takes to run a successful venue, and that has fueled my passion for this industry.
It’s all about logistics and flow. From storage to security, catering, and more, I’ve learned to think about every aspect of an event to ensure the smoothest experience possible. This level of insight helps me see the bigger picture and understand what clients, vendors, and the venue itself need to succeed.
A helpful tip, if you are not sure or don’t have the experience – it’s okay to ask for help. Reach out to someone and ask them to coffee for a consult. The worst they can say is no.
Just Some Final Thoughts
Whether you’re just starting out or you’ve been in the industry for a while, the venue world is one where continuous learning is key. The experiences I’ve shared here have shaped how I operate and have transformed my approach to events. With each challenge, there’s an opportunity to refine your process, improve your systems, and boost the overall experience for clients and vendors alike.
Let’s keep learning and growing together!
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