DESIGN 101
{ Event Planning Guide }
There are no right or wrong answers to these questions. This list simply provides ideas to consider so you can select the venue that best fits your event needs.
Capacity
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Reception Area
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Theater/ Meeting Room
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Dinning Area
Caterer
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Exclusive caterers?
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In-house tables/linens/chairs? If so, check out the quality.
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Typical Menu cost per head for cocktails, heavy appetizers, etc.
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Bar tender charges?
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Serving charges?
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Cake cutting charges?
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Minimum food and beverage spend?
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How early can your caterer arrive the day of event set up?
Rental Fees
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Usually negotiable, especially for major brand/off day
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Does fee include a set up day?
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How early/late can your teams load in?
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Any discount for payment by check or early payment?
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Hotels should waive any room rentals when food and beverage meets a minimum
Bathrooms
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Will you need to provide extra amenities to make the room nicer?
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Cleanliness - poor kept restrooms reflect poorly managed venue
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Number of stalls vs. number of guests
Parking
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Existent?
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Fee to use parking lot?
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Valets - included? Is there a preferred valet company?
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Buses - if using buses - is there room to turn around, and unload?
Shipment
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Will the venue accept and store boxes a few days before event? Price?
Audiovisual Team
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Exclusive AV company?
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What tech operators are included, if any? (lighting tech, sound, camera)
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Cost of in-house AV team? Per hour and operator?
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What AV exists in house? See the quality of the project and check compatibility.
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Internet Access - speed and logistics (do you need to drop lines, Pricing?)
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Cost to use existing lines?
Stages
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Note any restrictions and size dimensions
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Height from ground to hang points
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See stage lighting with room dark
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Existing backdrops, can you utilize these for your event?
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If a stage must be brought in, understand load-in logistics and restrictions
Registration/ Place Card Area
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Is there a clean, open space near the entrance of venue and in front of main room?
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How much signage can be placed outside of meeting room, in common areas?
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Will other events be held during meeting/wedding/party?
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Does venue have staff to help with registration/guiding guests to room?
Entrance
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Opportunity to brand/decorate entrance area?
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Curb appeal; are you comfortable with the current look and feel of the entrance?
Reception Area
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How close is the area to the ceremony/ meeting room?
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Ideally a large open space with the ability to brand/decorate
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NOTE: boreding, large white walls allows great space for gobos and huge banners.
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What furniture can be utilized for your event?
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Will the venue take away any existing furniture you don't want for your event? Any charges?
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How early can you set up in this area?
Other Clients
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Who else has held events at this venue in recent months?
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Testimonials? Can you contact references?
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Has a major competitor hosted parties at this venue for a similar client base?