Beyond The Ordinary

Key Considerations For Booking Non-Traditional Venues

In the world of event planning, the choice of venue can significantly impact the atmosphere and success of your event. While traditional venues like hotels and conference centers are popular for their convenience and amenities, nontraditional event venues are gaining traction for their unique charm and memorable experiences. Whether it’s a soundstage, gymnasium, or airport hanger, these unconventional spaces can add a distinctive flair to your gathering. Booking nontraditional venues comes with its own set of considerations. Here are four key things to keep in mind.

1. Logistics and Accessibility

Nontraditional venues often offer a unique ambiance, but they can also present logistical challenges. It’s crucial to ensure that the venue is easily accessible for all your guests. Consider parking availability, transportation options, and the proximity to accommodations for out-of-town guests. Additionally, verify if the venue has the necessary infrastructure to support your event, such as restroom facilities, power supply, and Wi-Fi connectivity.

Northwest Children’s Foundation Annual Gala + Auction is held on a soundstage in the middle of Seattle. Parking and transportation is minimal, so we mitigate challenges by providing valet parking and clear communication to guests.

2. Permits, Rules, and Regulations

Nontraditional venues may not be accustomed to hosting events, so it’s important to check if they require any special permits or if they must adhere to specific regulations. For instance, historic sites or outdoor locations might have restrictions on time of arrival, noise levels, decorations, or the number of attendees. Working closely with the venue manager can help you navigate these requirements smoothly.

Seattle Animal Shelter Foundation’s Gala was in a museum. We didn’t have access to the event space until the museum closed to the public at 5 p.m. This led to a very quick set up turnaround time as guests arrived at 6 p.m.

3. Vendor Coordination

Unlike traditional venues that often provide these services in-house, nontraditional spaces may require you to coordinate with multiple vendors. When planning an event at a nontraditional venue, you might need to bring in external vendors for catering, audiovisual equipment, and other services. Ask if the venue allows outside vendors and check if they have a preferred vendor list. Communicate your requirements clearly and coordinate logistics with each vendor to allow flawless execution on the day of the event.

Mt. Si Senior Center’s annual spring fundraiser is hosted in the senior center itself. We worked with the center to bring in every vendor into the space including caterer, AV, auctioneer, and florist.

4. Ambiance and Decor

One of the biggest advantages of nontraditional venues is their blank slate appeal. However, it’s essential to confirm that the venue’s existing decor aligns with the theme and style of your event. Consider how much additional decor will be needed to transform the space into your desired vision. Keep in mind that some venues may have restrictions on hanging decorations or altering the space. Design a setup that enhances the venue’s natural charm while bringing your event vision to life.

Hospice of the Northwest holds their annual gala inside an empty airport hanger. We transformed the empty space into an Alice in Wonderland experience.

Booking a nontraditional event venue can elevate your event from ordinary to extraordinary, offering a unique and memorable experience for your guests. By considering logistics and accessibility, permits and regulations, vendor coordination, and the venue’s ambiance and decor, you can have a smooth and successful event.

Ready to explore nontraditional venues for your next event? Schedule a consultation call today! Or visit our Services page to learn more about what GFS Events can do for you.

Schedule a Consult