How Far in Advance Should You Book a Venue for a Business Party?

One of the factors for a successful business party is having the right venue. The venue plays a huge role in the overall party experience and must be given huge importance. That being said, you may want to secure a venue as early as possible. But how far in advance should one really book a venue for a business party?

While there is no one true answer, you would most probably hear people say that allotting at least six months of lead time should be good practice since half a year would allow you to do the following:

• Clearly defining the objectives of the event
• Identifying venue options
• Assessing the options and choosing the best one
• Negotiating the terms of the contract
• Securing internal approvals
• Planning the logistics in relation to food, decorations, equipment, etc.

There would be instances when we will be asked to secure a venue with a shorter lead time and this will make finding the perfect venue just a bit more challenging as the good ones are probably already taken. 

However, there are also cases wherein you may want to secure a venue with a longer lead time. Here are some factors why you may want to book a venue more than six months ahead of the business party:

1. You’re looking for a venue for a recurring business party

If you already know that a particular business party happens regularly, then you should have the ability to plan for it in advance – and this could be even more than 6 months ahead of the date of the event.

Some examples are annual events that are always in the corporate budget, so from the beginning of the year, you should already be able to start scouting for venues to get the best deals from the best options.

2. You’re planning for a party during seasons of high demand

Seasonality is a factor that should be considered when booking a venue for business parties. There are times of the year when demand for venues is so high that they get booked pretty quickly. Those that are available may even raise their prices since those without venues yet are likely to absorb the higher cost just to secure a venue.

An example is the month of December when there are countless corporate Christmas events in Melbourne. It is best to book earlier in the year while other companies are still finalizing budgets.

3. You’re organizing a business event with a huge number of participants

Venues for business parties which will be attended by 300 or more people should be booked with a longer lead time as there might be limited options that can be considered, and you would want to increase your chances in securing the best one. 

4. You’re trying to get a very famous venue

If you are hoping to book a famous venue, then you may want to book it as early as possible as the longer you wait, the lower your chances of getting it. It wouldn’t be a surprise that some would reserve popular venues a year or more in advance.  

Allot ample time to find the best venue for your business party

While six months is the usual answer you’ll get if you ask other people “how far in advance should you book a venue for a business party?”, there are cases that might merit more time. 

Probably the better mindset is to try to secure a venue as early as possible so you will have more options to choose from, and you’ll also be able to enjoy better rates and terms as compared to what you would get if you book so close into the event schedule.