Elements in Venue Selection

It is so easy to be wooed by the beauty and the visual details of a hotel or banquet hall when you are searching for a venue to hold a wedding or event and one must be very careful to look beyond the façade of what the venue has to offer and dig a bit more deeply into some other elements that could potentially make or break your event.

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Many hotels and event spaces are starting to become more competitive in this regard and are taking the big picture into account by offering clients packages that facilitate the planning process but still others are glossing over the details so that non-professionals can easily fall into traps when selecting a venue.

Consider looking for a venue space that offers a range of packages that are flexible to any need and budget so that you can trade off elements to make your event exactly what you want it to be without paying unnecessary costs. Do your homework in advance and take the time to speak with a number of facility managers about your plan to find out what each of them has to say. Really check out the competition and don’t be persuaded to sign off on anything based on the threat of availability. That is one way that people get locked into contracts without first ironing out the details.

You’ll want to review a list of previous clients and events that have been held at the venue to see if they are similar to the type of occasion you will be hosting and determine from that standpoint if the venue can meet your needs. If they are used to doing large, elaborate weddings and you are looking to host a 50th birthday party for your sister-in-law, this might not be the place for you. Your budget will pale in comparison and on event day, if there is a wedding on site, you’ll be shifted to the back of the line when making any last minute special requests. A list of their former clients might also help you to determine if they can adhere to religious traditions or customs. Is their kitchen kosher? Can they accommodate the separating of genders for a Muslim wedding? Venues that know the protocol for specific traditions will already know if they can accommodate the requirements and you’ll want the staff to be educated in that regard as well so that there are no awkward explanations required in setup.

Look at the catering menus when selecting the venue because essentially, it is one of the biggest elements involved. Review the selection, the quality and the cost and decide what best suits your needs and the needs of your guests. If they have a largely carnivorous menu and you’re hosting a group of vegetarians, it’s simply not going to work and vice versa. If they will host you in a tasting menu, it will be helpful in determining the quality of the fare.

How will your event be staffed? Will you have a dedicated manager assisting you in the planning? This is usually extremely helpful and if it’s not applicable, the amount of personal work required by you as a host can be extraordinary and you may not be able to actually enjoy your own event. This is particularly significant if you are planning a wedding as you’ll not want to deal with any details on the day of the event. Even if there is an hourly rate for their onsite management, consider factoring that in so that you can make sure that your occasion is the best time ever for both you and your guests.

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