Choosing the right venue can be a make-or-break decision for your event. You may have the best guest speaker in the industry and the tastiest buffet spread in town—but with a cramped room and poor A/V equipment, it won’t matter. That’s why choosing the right event space rental is a key component to planning your next meeting, retreat, networking, or social event.
And with so many event space rentals available, it’s hard to know where to start.
So, we’ve compiled five considerations you need to make when renting an event space. We also make our case for why coworking spaces are excellent event space options and what Launch Workplaces can offer.
5 Key Considerations for Your Event Space Rental
Events don’t plan themselves, and you’ll need to get comfortable with details during the planning process.
One key mistake people make when booking an event rental space is to start too late and not think through the specific needs of an event.
So, give yourself time to work through the details to pull off something great!
Here are five key considerations to think through when renting an event space.
1. Type of Event
A board meeting with eight members is completely different from an industry-wide conference with 300+ attendees. The purpose is different and your needs are different.
So, determining the type of event and its specific needs is the first step.
You may need to rent a space for an event of various types, including:
- Board meetings
- Seminars or conferences
- Remote team check-ins and company meetings
- Networking events
- Fundraising events
- Employee onboarding or training
- Team-building and social events
- Lunch-and-learn
- Product launches or sales strategy meetings
Each has its own purpose, and the event space specifications and requirements must match.
Start by brainstorming what your event is all about and what specific things it needs before jumping to book an event space rental.
2. Space and Layout
Equipped with an understanding of the exact kind of event you’ll be hosting, it’s time to start thinking about the kind of space you need.
You’ll want to ensure that the event space rental is big enough—but not too big—for all attendees.
You’ll also need to decide on the right configuration for the space.
For example, your event schedule might call for socialization and refreshments before moving into a presentation.
In that case, how will you set up the seats? Is there space for both or do you need to plan a turnover time?
Deciding how your event rental space needs to work will narrow down the options when booking.
3. Location
Arguably, the location is as important as the size of your event rental space. If people can’t access your event, they’re not going to come! It’s important to consider who’s attending and how they’ll get there. Some details to consider are:
- Parking availability and cost
- Access to public transportation, rideshares, or taxis if most guests are not driving
- Nearby attractions like restaurants, parks, or cafes if there is any free time or breaks during your event
- Proximity to transportation options and airports for attendees who may be joining from out-of-town
After choosing where to rent a space for an event, make sure you also provide clear directions so everyone can get to the location easily. This should include parking details, passes, and venue access information.
4. Tech and A/V
Unless you’re going low-tech with your event, it’s important to consider your technology requirements. Each event rental space will have different options for what they offer as well as the quality of services.
Here’s what to look out for:
- High-speed WiFi and stable connectivity
- A/V equipment for presentations (i.e., speakers, projectors)
- Back-up equipment or systems if something doesn’t work
- Practical considerations like extension cords and outlets
You’ll also want to know if these are part of the total cost to rent a space for an event or if they’re extra. Further, are their staff to help set things up and troubleshoot, or are you on your own? Clarify these details so you don’t have any big issues during your event.
5. Amenities and Services
When booking an event space rental, you’ll also want to know if it’s just the physical space—a room with nothing in it—or if there are additional amenities and services included in the booking. This could include options like:
- Refreshments, tea, and coffee
- Furnishings, seats, and tables
- On-site staff for support
- Preferred catering, event planning, photography, or other partners
- Set-up and cleaning services
Knowing this all in advance helps you rent a space for an event that perfectly suits your needs and helps the process run smoothly.
Why Coworking Spaces Are Ideal Event Rental Spaces
Renting an event space requires careful consideration of the needs and goals of your event.
If you’re planning on hosting a small- to mid-sized event, coworking spaces offer a unique and practical solution for businesses and professionals hosting a variety of gatherings.
Businesses and professionals can benefit from using an event rental space in a coworking environment for four key reasons:
- Flexible options: Flexibility is at the heart of coworking and it extends to event rental spaces. We offer a variety of options across our Launch Workplaces locations, ranging from small conference and meeting rooms to larger flex spaces for big groups. This allows increased choice to find something that works for you.
- All-inclusive pricing: Coworking spaces aim to make things more simple and streamlined, typically offering all-inclusive memberships and options. When you book our meeting and training rooms at Launch, both member and non-member pricing includes essential tools like A/V equipment and WiFi plus complimentary coffee and tea.
- On-site staff: You don’t have to be alone in the planning process—our on-site staff at each Launch location are there to make sure your event rental space booking has everything you need.
- Comfortable environment: Built for productivity and connection, coworking spaces offer a comfortable, safe, and enjoyable environment for members and their clients, partners, and employees. Each of our Launch locations is equipped with modern, attractive design features and comfortable furnishings.
Whether you’re a member or not, you can host an event at a coworking space and enjoy all the same benefits that members get.
Event Space Rental FAQs
1. What are some common mistakes to avoid when selecting an event space rental?
One of the biggest mistakes people make is leaving things to the last minute and not giving yourself enough time to select the right event rental space. Start early and make sure you consider the specific needs of your event. Other common mistakes are choosing a poor location, trying to save costs by cutting corners, and not thoroughly inspecting the event space rental before booking.
2. How early should you start looking for an event rental space?
You should start looking for an event space rental as early as possible, or whenever you start the planning process. Smaller events may only need a few weeks of planning time, but larger events can be up to 6+ months of planning. Make sure you are renting an event space with lots of lead time so you can adequately plan your gathering.
3. How important is location when selecting an event rental space?
Very important. The wrong location means people may not attend and, if they do, may not enjoy their experience. You want an event rental space that matches the needs of your event (i.e., physical size and layout) as well as the intended outcomes (i.e., good attendance and an enjoyable experience).
4. What should you consider when selecting an event rental space?
While many factors determine the location of your event, our five top considerations for renting an event space are:
- Align the venue with your type of event
- Consider the physical space and layout
- Make the location a top priority
- Ensure your technology and A/V needs are met
- Consider additional amenities and services
5. Are coworking spaces a good option for renting an event space?
Yes—coworking spaces are often an excellent choice for renting an event space. With onsite staff, flexible rooms, high-quality technology, and a great location, a coworking space may be your best choice!
Whether you need to gather your team, meet with clients, host a speaker, or socialize, coworking spaces like Launch Workplaces may be the right option for you. Launch also hosts a variety of networking and professional events, so join us to see it all in action.
We have event space rentals at Launch locations in Washington, DC, Maryland, and Ohio—contact us today to discuss your options and event needs. You can also book a tour and visit your local Launch location.
