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Holding Events In Nightclubs

Event planners throughout the country report increased client demand for lounge themes and clublike settings at their special events. While many spaces from hotel ballrooms to lofts and warehouses can be themed out to implement the concept, why not make it easy and choose a nightclub as the venue for your next event? Following are pointers to steer you in the right direction.

The advantage of built-in decor
Nightclubs have many built-in advantages to offer event and meeting planners. They easily lend themselves to parties corresponding to their thematic décor—from sultry, curtained casbah-like hideaways or rustic country/western bar/lounges to clubs fashioned around specific music genres like jazz, rock or blues. Often, little else is needed to set the mood if you choose, say, a fifties theme set in a fifties-style club, or you select an elegant nightclub with real urban glam for an event echoing that fashion. Usually there is a built-in dance floor and DJ booth too, and sometimes a stage or performance platform.

Food and beverage
Another advantage clubs and lounges have is their built-in bar or, perhaps, multiple bar areas, strategically placed and well stocked to serve a crowd. Cocktails are more popular than ever, and clubs have already responded to that demand by having plenty of barware and service accoutrements on hand, as well as product to go with it. Staff will also be able to provide servers and knowledgeable bartenders to meet your group’s needs.
Food service varies widely from one place to another. Some clubs have full kitchens or on-premise restaurants, while others supply more limited bar menus or cocktail fare, or even allow patrons to order in food from neighboring take-out establishments. Bringing in a caterer is often another option for an event, depending on the venue’s arrangements and policies.
Generally, if you want additional decorations, flowers, etc., however, it’s up to the client to hire the professionals to provide them, although club staff can be helpful in recommending vendors.

Popular sites boost attendance
In addition, many nightclubs and popular lounges are already in-demand destinations, which is a plus for ensuring healthy attendance at your event. Guests are only too happy to attend a function at a place they would like to frequent anyway. Guests may also have the option of staying at the venue at their own expense after the event is over, which may further entice them to come to the event.

Flexible space
Clubs offer plenty of function flexibility too, since they often encompass large spaces with several different levels and semi-private or private VIP areas built to accommodate different size groups. Your group could use one part of the club for, say, an awards ceremony, and another part for the cocktail reception afterwards. Different levels may even have separate entrances, which gives some venues a lot of flexibility in hosting simultaneous events, or private events in one part of the building while the rest of the club is open for public business. Smaller clubs or lounges may be available for buy-outs, particularly during off-peak periods, so your guests may have use of the entire space.
Fortunately, in today’s market there are many possibilities. Clubs and lounges have become so popular and prolific that there are many different venues to choose from in an ample assortment of sizes, themes and styles to meet a wide range of event requirements. Match the room size, décor, atmosphere, location and vibe to your event and you’re off to a good start.

Creative opportunities for meetings
In some ways, nightclubs also represent an untapped market. Since they thrive on evening and late-night business, the space often goes unused during off-peak hours—during the day, even early evening—which is often when event and meeting planners are looking to use the location for special events.
Think a bit outside the box and consider nightclubs as a viable venue for meetings and conferences. Usually the space is designed to create a self-contained, enclosed atmosphere, which means more often than not, there are no windows to darken for presentations. Lounge-style seating automatically creates a comfortable, informal setting for discussing ideas, brainstorming, etc. and additional chairs and tables are easy to bring in if necessary. It’s much less intimidating than gathering a group around a conference table in a boardroom and might just help get those creative juices flowing. In addition, once the meeting is over, guests can easily segue into an evening cocktail party for some post-meeting fun and relaxation.

Great audio/visual systems
In addition, clubs usually have great sound systems in place for entertainment purposes, which can be an advantage either for music or for amplifying speaker presentations. Often excellent lighting is also part of the package, as well as multiple screens, monitors, etc. placed throughout the venue. Often sound and lighting systems are designed to operate separately in different “zones” throughout the space, giving planners the ability to customize entertainment, music, volume levels, etc. according to their needs. Technical support for the audio/visual components is often available too.

Pricing and budget control
Policies vary from place to place. Some clubs will levy a room charge for use of the space in addition to food and beverage costs. Others may forego the room fee and just charge by the head. Prices may be lower if you choose an off-peak day of the week (Monday through Wednesday) or time of day when the venue is not usually busy.
When discussing price, make sure you know exactly what you’re getting for the amount you’re paying, including hours of use for set-up and breakdown in addition to the actual event period, food and beverage costs and how they are determined, staff charges, additional entertainment fees, gratuities, taxes, insurance add-ons, etc. Discuss terms and conditions upfront and get the details summarized in a written contract or letter of agreement.

Points to discuss with the site representative
Following are some considerations and questions to ask before you sign on the dotted line:
• Is there a room rental charge? If so, what is it and what does it include?
• What sort of bar service is provided? What types of beverages will be available: beer, wine, soft drinks, juices, mixed drinks and cocktails? Do you want premium liquor brands or a well bar? How are costs determined, by the hour, by the head, by the bottle, by actual amount consumed?
• Is the club’s DJ included in the rental fee?
• Where are the restrooms? Are they adequate? Easily accessible? Clean?
• What about servers, bartenders, coatcheck and restroom attendants, or extra security guards? Will there be enough staff for your group or are more staff needed? Who pays and how much?
• How long is your party scheduled to last? What if the event exceeds the time limit? How will additional fees be determined?
• Will the club be closed to the public during your event? Or will you have a dedicated area of the club for your use only, while the public has access to other sections?
• Can your guests stay on if the club is open to the public after your party? When is closing time?
• What kind of crowd generally frequents the establishment, and will this be a cause of concern to your guests, if the two groups happen to cross paths?
• Find out about extra costs, such as overtime charges for labor, insurance, taxes and gratuities.
• How will costs be affected if fewer or more guests show up than you expected?
• What is the payment procedure—how much to book the space and when is final payment due?
• What is the cancellation policy?
• Are there escape clauses in the contract—construction or strike clauses for example, in case the venue remodels or has labor issues? Protect your interests upfront so you have time to resort to a plan B at a different location if necessary.