Choosing a Location for Your Big Event: Dos and Don'ts
We all plan events - big ones, small ones, family ones, business ones and more. One of the first decisions that must be made is where to hold the event. Depending on the number of people involved in making the decision, this may be one of the biggest, and possibly most contentious, issues.
Before considering locations, first clearly define the purpose of the event; family celebration, reunion, wedding, business conference or something else. Then determine the approximate number of guests or attendees, the length of the event (days, hours) and your budget. Decisions about other amenities you want or need can then be considered. Also decide on things you do not want, such as the need for guests to use porta- potties or pay for parking.
Choosing a facility that provides catering, beverage service, tables and chairs, is often the budget friendly choice but not always the unique choice. If you are looking for unique, expect to hire a caterer, rent tables, chairs and other items. Holding an event at a private home may initially seem less expensive but when the cost of rentals are considered, the cost may be equal to or more than the cost of renting a facility. Plus, at a private home you will be responsible for setting up and cleaning up, adding hours to the event.
If one or more attendees have mobility issues, choosing a venue without steps and with convenient parking and short distances to and from the meeting area and restrooms will be appreciated.
If you will need audio visual equipment, will the venue provide up-to-date equipment compatible with today's projectors and laptops? If not, you will need to rent equipment, adding to the budget. Be very certain to ask and get it in writing. I managed a business meeting where the equipment was so outdated that attendees had to huddle around the speaker's laptop in an attempt to see his PowerPoint presentation. The venue's booking manager knew nothing about technology and had no idea their equipment was so outdated. Not professional and embarrassing.
If you want to have your event outdoors, are you prepared to deal with weather issues, insects, and other possibly unpleasant surprises, as well as the possible cost of renting a tent? If not, perhaps an indoor-outdoor venue will be a better choice.
Find out who is responsible for setting up and taking down tables, chairs and other items. If you need to do it, does the venue have staff to assist or do you need to hire people? Also ask what you can bring to the venue, such as centerpieces, a special dessert (birthday cake, wedding cake, etc.), or other items. Find out about restrictions on hanging decor. Many venues don't allow tacks, tape or other items to be used on their walls.
When visiting venues (and be certain you do), ask about hidden costs. Ask for a contract and read it thoroughly before signing. Some venues charge extra for linens. Others charge for parking and you cannot pass the cost on to your guests; you must reserve a number of pre-paid spots or a section of a parking lot. Some venues provide security during your event and charge for it.
Be careful about booking a venue on-line sight unseen. You don't need any nasty surprises. Look for online reviews and contact event planners in the area to ask for their opinion. Some will be happy to talk with you.
With a bit of pre-planning before committing to a venue, you can avoid possibly costly or unpleasant surprises and make lasting good memories for your guests.
Before considering locations, first clearly define the purpose of the event; family celebration, reunion, wedding, business conference or something else. Then determine the approximate number of guests or attendees, the length of the event (days, hours) and your budget. Decisions about other amenities you want or need can then be considered. Also decide on things you do not want, such as the need for guests to use porta- potties or pay for parking.
Choosing a facility that provides catering, beverage service, tables and chairs, is often the budget friendly choice but not always the unique choice. If you are looking for unique, expect to hire a caterer, rent tables, chairs and other items. Holding an event at a private home may initially seem less expensive but when the cost of rentals are considered, the cost may be equal to or more than the cost of renting a facility. Plus, at a private home you will be responsible for setting up and cleaning up, adding hours to the event.
If one or more attendees have mobility issues, choosing a venue without steps and with convenient parking and short distances to and from the meeting area and restrooms will be appreciated.
If you will need audio visual equipment, will the venue provide up-to-date equipment compatible with today's projectors and laptops? If not, you will need to rent equipment, adding to the budget. Be very certain to ask and get it in writing. I managed a business meeting where the equipment was so outdated that attendees had to huddle around the speaker's laptop in an attempt to see his PowerPoint presentation. The venue's booking manager knew nothing about technology and had no idea their equipment was so outdated. Not professional and embarrassing.
If you want to have your event outdoors, are you prepared to deal with weather issues, insects, and other possibly unpleasant surprises, as well as the possible cost of renting a tent? If not, perhaps an indoor-outdoor venue will be a better choice.
Find out who is responsible for setting up and taking down tables, chairs and other items. If you need to do it, does the venue have staff to assist or do you need to hire people? Also ask what you can bring to the venue, such as centerpieces, a special dessert (birthday cake, wedding cake, etc.), or other items. Find out about restrictions on hanging decor. Many venues don't allow tacks, tape or other items to be used on their walls.
When visiting venues (and be certain you do), ask about hidden costs. Ask for a contract and read it thoroughly before signing. Some venues charge extra for linens. Others charge for parking and you cannot pass the cost on to your guests; you must reserve a number of pre-paid spots or a section of a parking lot. Some venues provide security during your event and charge for it.
With a bit of pre-planning before committing to a venue, you can avoid possibly costly or unpleasant surprises and make lasting good memories for your guests.
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