Hey Party People, Where's The Party At?

When you are planning your event, whether it be a corporate event, a social gathering, a wedding, or a milestone birthday, one of the first decisions you will make is choosing the perfect venue.  In order to make this decision you will need to research and visit a number of different locations to ensure that you choose the setting that is right for you.  Mama has compiled a list of things to consider when you are speaking with the different venue directors, to help make the venue selection process easy.

Before you start your interviews, try to have a handle on the number of guests you expect to attend.  Since you have not yet sent out your invitations, a good rule of thumb is to take the number of guests you plan to invite, and assume 10% of those guests will decline.  Make sure that the venue you are looking at will be able to accommodate the number of guests you are expecting. 

Consider your budget. Yesterday, Mama discussed the importance of setting up a budget for your event.  This budget should be discussed before you visit the venues so that you know exactly how much money you plan to spend on the venue.  Keep in mind that many venues have packages that can be tailored to fit your budget.  Some important questions to ask when trying to tailor your package are:

1. Does the venue charge a flat fee or hourly fee?
2. Is there a restaurant on the premises, or will you have to hire a caterer?
3. Are there discounted days such as Thursday or Sunday?
4. When are the deposits and final payments due?
5. If there are children attending the event- Is there a discounted price for children?

Another important item to consider when choosing your venue is whether or not the venue you are interviewing offers full service, or if they are just renting you the space.  Remember, in yesterday’s blog we talked about considering a public park or museum to save money on the room.  Though the fee for the space is certainly less than most venues, the caveat here is that in some cases you’ll have to bring in your own tables, chairs, linens, etc.  If you are choosing an uncommon venue be sure to find out what is included in your price, and what you’ll have to provide on your own. 

Weeding them out. The fastest way to eliminate a potential venue is by first checking the availability of the date you plan on hosting your event.  It is best to get started on this 6 months to a year in advance.  (If it is your wedding day, and you have your heart set on a certain location, be sure you give yourself extra time as wedding venues fill up quickly).  Please also consider the time of year for your event, as many venues are more appealing during certain seasons.  For example, in the spring I may choose a botanical garden or in summer I may choose the beach.

Keep in mind, these venues have their own way of running there business so make sure you go into the interview prepared, and ready to ask questions.  Now that Mama has armed you with the knowledge to get started- what are you waiting for? Get out there and find the perfect venue for your event. 

Have you recently hosted or attended an event?  Send us a comment, and tell Mama about the venue!