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The
environment of your event helps set its theme and image. It is also the
canvas for your complementary event decor and accessories, and must provide
sufficient space for guests and facilities for hired services.
Book
it early!
- Start
looking early and book your selected facility at least one year in advance
to make sure you get the location you want.
- If
planning a special event less than a year away, it may be easier to
find a facility available for Friday evening or Sunday afternoon.
Where
to Start:
Ask
around. Friends, relatives and co-workers will likely have good suggestions.
Numerous other resources are available, such as the yellow pages, Internet
and local publications. Potential suppliers may also have suggestions.
What
to Look for in a Facility:
Try
to schedule your appointment on the same day of the week and at the same
time as your planned event. Bring with you a notepad, a pen, a tape measure
and any questions. The first thing you should look at is the parking situation
and the entrance to the facility. For example, on a visit to Central Station,
you should note the parking lot holds 240 parking spaces with an entrance
directly off the parking lot.
Smart
Questions:
- How
recognizable is the front of the building? Will
guests accidentally pass it by?
- Will
parking be adequate for the number of guests? Is parking free?
- Is
the parking well lit for evening events?
- Do
local businesses use the lot for overflow parking? Will this pose a
problem?
- Is
the entrance well lit?
- Is
it clean and well lit indoors?
- Is
there sufficient space for tables and chairs for your guests?
- Can
the lights in the dining, dance and bar areas be controlled, or can
the lights only be turned on and off?
- Is
air conditioning and/or heat available? Can it be controlled during
the event?
- Are
there a lot of steps that could cause problems for elderly or disabled
guests? Are elevators and ramps easily accessible?
- Is
there an adjacent reception area that may be used by another party at
the same time as your event? If so, are the rooms soundproof?
Don't
Forget These Details!
- Which
companies have serviced events at this location?
- What
are the policies on catering, alcoholic beverages and smoking?
- Has
the facility ever been set up for a function the same size as yours?
- What
is included in the rental costs and the hours of rental?
- Are
caterers charged a catering fee to service the facility?
- Will
a facility contact person will be on site at all times, from the beginning
of set-up to the end of tear-down?
- Is
there on-site refrigerator storage?
- Does
the event facility secure event equipment and accessories (centerpieces,
serving pieces, etc.) that you need to keep within the building overnight?
- Are
tables and chairs provided as part of the rental?
Get
It in Writing.
Once
you have agreed on which facility to rent, get the rental details and
requirements in writing. Be sure to read the agreement carefully to ensure
that all the important details you discussed with the facility coordinator
are included.
Source:
Hospitality Networks -- www.eventplanning.com
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