The Venue by Charrisse Min Alliegro So you've outlined your event's goals, established a budget, determined who the decision makers are and assembled a team - now what? Well, assuming you've already settled on a date already or at least narrowed the choices down to a few dates, it's time to select a spot at which to host your wonderful event. There may seem to be an overwhelming variety of venues available, whether you start researching online or asking around. Restaurant A has fabulous food; Museum B boasts a special exhibit that may tie in to your theme; Caterer C says that he can create a fabulous fête in the middle of the lush lawns surrounding your company headquarters. How in the world do you decide? Let's take a look at some of the variables you should consider: Know thy guests and goals. We touched upon this topic in the first article of this series, in that the event should be planned with your particular guests in mind. Similarly, the ambience of the venue should be in keeping with the goals of the event. If you're celebrating 20 years of innovation, then an aeronautics museum might be a great choice, but a dinosaur exhibit might not! If you're looking to generate excitement about a new product launch, why not try a zany site such as an amusement park? If your aim is to reward a group for great performance, then a dinner cruise on a yacht might be just the thing. And let's say you're in the fiber optic business whose tagline boasts crystal clear connections - how about a clear-top tent or a glass-enclosed atrium? Bricks and mortar. How far is the site from where the guests will be? Is it big enough to hold everyone (keep in mind you need much more space for a sit-down dinner with dancing versus stand-up cocktails) or, conversely, is the space too cavernous for your group? Will you need tenting? Do the facilities contain ample electrical power and bathroom facilities, or will you need to bring in these necessary items? Does it offer kitchen facilities, state-of-the-art audio/visual capabilities and plentiful parking space? How early can you get in to start setting up, and when will you need to be finished? Are there other events going on there at the same time? If you are envisioning cocktails al fresco, dinner in one room, and perhaps dessert and dancing in a third area, can the site be configured to allow this progression? Chow time. What kind of food are you thinking of serving? Many facilities restrict your caterers to a select list, or sometimes just a single caterer. You'll have to interview these caterers to see whether they can accommodate your wishes. Make sure you feel confident that they not only understand your concept and capable of executing it, but just as importantly, appear willing to accommodate your special requests. Sometimes caterers who have exclusive contracts to particular sites are less eager to deviate from their standard modus operandi; if you get the feeling you're not getting enough attention, then move on. The format of the food service will also affect your choice of venue: a sit-down dinner followed by an awards ceremony requires a single room large enough to hold all of your guests, and few mansions with any historic integrity have rooms large enough to hold more than 50 guests. However, the same mansion might be ideal for a themed food-station party that encourages guests to explore and mingle. Picture an upscale diner décor in the parlor (jukeboxes, waitresses in poodle skirts and Jello desserts), a lavish Edwardian dessert buffet in the library (masses of candelabra, starched linens and a string quartet) - you get the idea! The sound of music. What kind of tunes are you planning to play? Historic sites located in residential neighborhoods often place restrictions on amplified music out-of-doors; think carefully about sites that require the band to be indoors while your guests (and dance floor) are outside. Municipalities may have noise ordinances that restrict music after a certain hour; the good faith gestures of obtaining a noise permit and sending notes to the neighbors can be good preemptory moves. Keep in mind, too, that bands require electrical outlets, a stage if the event is outside (since they can't set up on bare ground) and room in which to transport equipment. Chamber musicians request shade. And if you would like your guests to dance, you need to consider renting a dance floor and allotting enough space for it. And of course, the price. Obvious but crucial: read the contract carefully! Check out cancellation policies and "act of God" clauses. Don't forget to factor in the cost of decorating the site - a bare bones warehouse may initially appear to be an amazing steal, but is it really a bargain if you end up spending gazillions on flowers, lighting, draping and props in order to transform it into an appropriate space? Are there permits and/or special insurance policies required? You may have to apply for such items as fire, tenting or alcoholic beverage permits. Some sites insist that you purchase special "additional insured" insurance policies indemnifying them of potential litigation should one of your guests get hurt. And, referring back to previous sections, do you need to hire electricians to wire up the place, bring in portable bathroom facilities, or bus in your guests? Investigate these indirect, "hidden" costs and factor them in. There are many more considerations involved in selecting a venue, but the above list ought to get you started. Remember, it's always better to take your time and ask these questions now before signing the contract, rather than getting stuck later! Don't be afraid of appearing silly. Any site worth booking will employ coordinators will not only answer your questions thoughtfully and patiently, but will also you many questions as well, to make sure they thoroughly understand your needs. back to ideas