Choosing the perfect event location is one of the biggest steps in planning an event such as a wedding, birthday party, prom, or corporate event. Selecting the wrong location can ruin your event and finding the perfect event location helps all those other details fall into place more easily.
In order to evaluate an event location properly, you must have a list of your required needs for your event.
Evaluating Your Needs for Choosing the Perfect Event Location
Different types of events call for different types of facilities. Review this checklist to determine your needs for choosing the perfect event location.
*How many guests are you expecting?
*Will you need audio/visual equipment for your event?
*Are the meeting facilities located within a reasonable travelling distance?
*Is the facility within city limits and subject to any special ordinances, such as low-level noise after 9 PM or a curfew?
*Is the facility available on your desired date and for the duration of your event?
* Is on-site parking available?
What to Ask When Reviewing an Event Location
It is best to evaluate each possible event location in person. Call to schedule a walk through with a facility employee and prepare a list of questions to take with you.
Things to Look for When Visiting an Event Location
*Is the overall condition of the building in good repair (I.E. no peeling paint, no sagging roofs, all handrails are secure)?
*Is there adequate guest parking?
*Are heating and cooling provided for the rooms you will require?
*How many bathrooms are available for guest use?
*How noisy is the surrounding area?
*Is there a kitchen available on site?
* Does the facility provide enough seating options for all of your guests?
*Are there enough outlets in the room to meet your needs?
* Is there any evidence of insect or rodent infestation on the grounds?
*Is the surrounding area visually appealing?
Things to Ask When Evaluating an Event Location
*Is audio/visual equipment provided? If so, what is the rental charge and requirements for use?
*Is on-site catering available?
*Does the facility offer staffing for assistance with the event?
*Are parking and direction signs allowed?
*Can banners or ceiling decorations be hung?
* Are there any limitations for open flames such as candles?
*Can the room’s layout and lighting be adjusted if necessary?
*What services does the facility offer?
*Is alcohol allowed on site?
*Does the facility offer a guarantee?
* What payment options are available?
*Will you need to sign a contract to secure the event location?
*What are the terms of renting the event location?
Never select an event location without viewing it in person. Choosing the perfect event location takes planning and leg work for the event coordinator. The perfect location for your event meets all of your needs, provides a visually appealing atmosphere, and includes a friendly support staff at a reasonable price.