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Working With Venues

Finding the right space in the right place is one of the most crucial aspects of planning a successful event. Following are suggestions on what to look for during site inspections, questions to ask, how to think creatively about using the space, and the fine points of negotiating costs.

The Right Site

Choosing the right space for your event means getting the right fit in several ways. Often the type of function will narrow the field somewhat in terms of site selection options, but using your imagination can open up clever possibilities that will help attract guests and add to the excitement.

When inspecting a potential site, there are many areas you need to address in considering a venue, namely, size, image, location, costs, in-house facilities and amenities, and special event-specific requirements.

• Size-wise, you need enough room so that guests will feel comfortable without being cramped. Spaces that are too large can give the impression that the event is not well attended, but clever use of props and decor can help scale down an area to fit your needs. If, however, the space is too small, it simply won't work.
  
  
• The site should fit your event in another respect too—image. The venue should present the right image, reflecting the purpose of the event and the guest list.
  
  
• Location is a huge factor. Convenience is often a plus, but sometimes an interesting venue might better suit your event needs, even if it is somewhat out of the way. You can always arrange for group transportation, limo services, etc. to make getting there and back easier for your guests.
  
  
• Budget is always a consideration. Be aware, however, that what you see isn't always what you get. Much depends on how fees are calculated, what's included and what is extra. Some sites have package deals, where many services or amenities are included in one price, and others charge a lot of extra a la carte fees and may end up costing you more in the long run. Know exactly what is included for the price you agree to pay and what extra charges might apply.
  
  
• Know the possibilities and the parameters. A venue will only work well for your event if it offers what you need not only in terms of the space, but what you can do within that space. Know your exact event requirements upfront and if you need to bring in additional equipment from generators for sound, production and lighting to stages or runways, catering and service equipment, etc. Also check with the venue to make sure you are allowed to do what you plan to do. Some sites have restrictions about the types of events that may be held in the space (i.e. no fund-raisers, promotional events, weddings etc.), restraints on noise levels, dancing, fire department regulations (pertaining to cooking flames or candles), health codes (no live animals), security policies, labor union personnel, etc.

Inspecting the Site

The site inspection is the best time to get answers for your questions, so come prepared. Inspect the site as many times as you need to. It's a good idea to bring along vendors you might be using too: the caterer, if outside catering is part of the program, production people for sound, lighting, and other technical issues, theme design and décor specialists, etc.

When you are on location, try to imagine your event in the actual space. What will the traffic patterns be? How will the event flow? Any bottlenecks? Look for entrances and exits, possible location of the various food and beverage stations, sign-in desks, kitchen, coat checks, rest rooms, etc.

If your event is to be held outside, what is your contingency plan for bad weather?

In addition to meeting your event size requirement, does the venue correspond to the image you want to project? What is the neighborhood like? Is the site clean? Is the site easy to get to and from? Are you arranging for transportation? How will guests be arriving? Are there parking facilities nearby? Public transportation? Is transportation from the area accessible when guests are ready to leave? Are there elevators? Handicapped access?

Do you need extra security inside the building or in the parking lot?
Will you have the whole venue to yourself during the event or will you share it with other groups? For exactly what period of time will you be using the space and what fees will be incurred if you exceed the time limit? Does the event site carry adequate insurance?

What are the total costs involved? Ascertain if there are any extra fees for staffing, equipment, services, breakdown, cleanup, A/V or technical production and support, gratuities, etc.

Will there be a dedicated on-site coordinator for you to contact? Will this person be there during your event?

Look for Creative Opportunities

Don't overlook obvious opportunities at unique venues to enhance creative impact. Look for thematic tie-ins to your event whenever possible. Or, if the space you have is more or less a blank canvas, call in your design, production and décor team for a creative on-site brainstorming session. Much can be done these days with lighting and special effects from highlighting architectural features to hiding the flaws in the paint job.

When you look at the space, note any features that stand out—for better or worse. The good ones can be emphasized or highlighted and the less desirable ones minimized. Can positive design features be incorporated into theme design to meet event objectives? Columns, for instance, can be used to frame bars and food stations. Decorate columns with fabric or make them trees. Use "niches" for specialty bars or dessert service.

Use the stage, if built in, for seating or as lounge area, or create levels with risers.

Swag fabric to cover ceilings, walls or décor, and add a festive touch.
Use balconies or top of stairs for musicians.

Enhance the celebratory atmosphere from the start by carrying the theme out into the entryway, foyer, pre-function space, even the parking lot!

Negotiating Costs

Some venues, such as museums or halls, often have fixed rental fees for using the space. Sometimes, a membership is necessarily even to use the site for an event, which incurs additional costs. Other types of event venues like clubs or restaurants, make their money primarily from other aspects of the event, i.e. food and beverage, and may or may not charge a room fee. Sometimes such fees are negotiable, sometimes they are not, but it never hurts to ask.

Also, many sites charge a premium for popular times during holiday periods, or more popular days of the week. If you have any flexibility in terms of dates and days, it may help in reducing costs.

Following are a few pointers to keep in mind during the negotiation process:

• Focus on your group's top priorities and negotiate them first. Extras and less important issues can be discussed after the main points.
  
  
• Be realistic in discussing the guest/attendee count with the venue. It helps them help you.
  
  
• For receptions, don't order total quantities of all food categories based on guarantee, i.e. specialty orders of sushi, seafood can be based on lower number of guarantee.
  
  
• Negotiate an all-inclusive fee of gratuities and tax, note hidden costs and agree upfront.
  
  
• Include set-up, load-in, and break-down time and be aware of other activities taking place in and around the venue that will affect loading dock and time involved.
  
  
• Be specific in negotiating day/date versus "60 days from…" and percent of total versus an estimated amount regarding deposits and payments. Note cancellation policies and when fees are incurred.
  
  
• Write things down and send letters of confirmation to the venue after telephone conversations.
  
  
• Before you sign on the dotted line and write any deposit checks, nail down the details in writing.
  
  
• Try to make it a win/win situation for everyone—you, your client, the vendors, the site, and your guests. In the end it will make for a more enjoyable experience for everyone involved.