Hiring a venue for a party, corporate get together or other reason can turn an ordinary event into a truly memorable occasion. Choice of location is an integral part of the planning process and more and more venue spaces are available to enhance one's gathering. Here are some important things to keep in mind when looking for a space.
One of the firs things to consider when looking for a venue is the type of gathering. There are a wide variety of party and event spaces available, ranging from sleek, modern urban locations to rural outdoor settings. Look for space that is appropriate to the event and tone one would like to set for the occasion.
Of course the number of guests is a major factor to consider. It is important to get an estimate of attendees as early in the process as possible. This can help eliminate some venue options quickly, saving time and effort.
Depending on the time of year, one may want to consider holding some or the entire event outside. Even in chilly weather portable heaters can make an outdoor terrace or patio warm and inviting. If holding the party in warmer months, be sure to inquire about air conditioning for guest comfort.
If planning any activities, make sure the location can accommodate both the space requirements and any other special considerations. Corporate events often require a dais or other arrangement for presentations and speeches. If dancing or children's activities are planned make sure there is suitable space.
Ideally the site of the event or party will be conveniently located to the majority of attendees. If this is not possible, be sure to inquire about transportation options. Also note parking areas and proximity to public transport. Also, if one is unfamiliar with the area be sure to check the safety and security of the venue.
While reviewing the actual venue location, think carefully about the event and how it will flow; from guest arrival to exit, try to imagine how guests will enter and then integrate into the gathering. In some cases a large room sets the tone, where in other cases, smaller more intimate space is better. Also think about where entertainment or activities will be set up. It is also important to consult with the venue representative and get his or her ideas on set-up and arrangements.
Food and drink are what guests most remember about a party. Explore fully all the options available and don't settle for something that is not appropriate. Most places will accommodate outside options and it is most important to get this aspect of the gathering right.
Go into the search process with a budget in mind and get written estimates. Getting an estimate in writing allows one to fully review what is and what is not included. If there are questions about services, make sure they are clarified before signing a contract. Also inquire about deposit and cancellation fees. It is also wise to reconfirm specifics with the venue a week or two in advance of the event.
Keeping these things in mind when looking to hire a venue will make the process simpler and help ensure the location works with what one has in mind for their event.
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