Questions to Ask When Evaluating a Location for your Event
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By Here Comes The Guide Staffer Denise Auerbach, Event Coordinator
Here Comes The Guide is a fantastic resource to help you find the location to host your wedding, rehearsal dinner or company party. Even with all the info we provide, though, you’ll need to address your specific needs with each venue you visit to come up with a winner.
Questions To Ask When Evaluating a Locations for Your Event {Adobe PDF, 80k}
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The following list of questions and tips will help you navigate through your location search. Print them out and use them as a guide while you’re talking with a site contact or reviewing a site information packet. Feel free to add questions that relate to your particular event (e.g. “Can my dog be the ring bearer in my ceremony?”) Make sure to get everything in writing in your final contract!
1. What dates are available in the month I’m considering?
2. How many people can this location accommodate?
3. What is the rental fee and what is included in that price? Is there a discount for booking an off-season date or on Sunday through Friday?
4. How much is the deposit, when is it due, and is it refundable? What’s the payment plan for the entire bill?
5. Can I hold my ceremony here, too? Is there an additional charge? Is the ceremony site close to the reception site? Is there a bride’s changing area? How much time is allocated for the rehearsal?
6. What’s the cancellation policy? NOTE: Some places will refund most of your deposit if you cancel far enough in advance (often 60 days), since there’s still a chance they can rent the space. After a certain date, though, you may not be able to get a refund—at least not a full one).
7. What’s your weather contingency plan for outdoor spaces?
8. How long will I have use of the event space(s) I reserve? Is there an overtime fee if I stay longer? Is there a minimum or maximum rental time?
9. Can I move things around and decorate to suit my purposes, or do I have to leave everything as is? Are there decoration guidelines/restrictions? Can I use real candles? TIP: Keep the existing décor in mind when planning your own decorations so that they won’t clash. If your event is in December, ask what the venue’s holiday décor will be.
10. How much time will I have for décor setup? Does the venue provide assistance getting gifts or décor back to a designated car, hotel room, etc. after the event has concluded?
11. Do you provide a coat check service (especially important for winter weddings)? If not, is there an area that can be used and staffed for that purpose?
12. Is there an outdoor space where my guests can mingle, and can it be heated and/or protected from the elements if necessary? Is there a separate indoor “socializing” space?
13. Do you have an in-house caterer or a list of “preferred” caterers, or do I need to provide my own? Even if there is an in-house caterer, do I have the option of using an outside caterer instead?
14. If I hire my own caterer, are kitchen facilities available for them? NOTE: Caterers charge extra if they have to haul in refrigerators and stoves.
15. Are tables, chairs, plates, silverware and glassware provided, or will I have to rent them myself or get them through my caterer?
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