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Finding the Right Site for Your Event

Finding the right space in the right place is one of the most essential aspects of planning a successful event.

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 several areas you need to address, namely, size, logistics, image, location, and cost. Size-wise, you have to tailor the space to your group. You need enough room so that guests will feel cozy without being cramped. Spaces that are too large can put a damper on any event, 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 has to fit your event in another respect—it has to present the right image, reflecting the purpose of the event and the guest list. It must, in any case, be perceived as a desirable place to be and it should be situated in a location that your guests can get to easily. Unusual spaces can draw a curious crowd, but so can popular clubs and restaurants. You increase your chances of positive R.S.V.P.s by inviting people to a spot they would love to go to in the first place.

How to rent the site

Staff at restaurants, hotels and nightclubs are usually adept at fielding questions about bookings, since they rent the properties out for private events as a matter of course. The same applies to raw spaces that advertise their availability as event sites. You simply need to talk to the group-sales or banquet manager in charge.

Private homes or private clubs can be excellent venues for some functions. For these, you will need to either know someone to intercede for you or be an owner or club member yourself, and then arrange the particulars.

For public properties, it may be more complicated to identify the person you need to speak to in order to hold your event at the site. Try calling the telephone number listed for the property you have in mind first and ask for the special-event contact person. You should be directed to the person in the agency you need to approach. Municipal historical societies may be able to help, if you are considering a historic building. The Parks and Recreation Department should be able to direct you to the appropriate person for their facilities. If you are thinking of hosting a block party or closing down a street for your event, your community board is the place to start.

Planners and caterers often know whom to approach and can save you hours of calling around. Make sure you know the rules and regulations of the property, however, before you set plans in motion. Make sure you can use the facility for the purpose you intend and that you can bring in what's needed in terms of props, equipment, food and entertainment. Check on smoking policies, handicapped access if need be, necessary permits, liquor licenses, insurance requirements, security and hours of operation. Particularly with public spaces, hours for private functions may be strictly limited, since the priority of the space is for public use.

Pricing

Check on exactly how the fee structure works and what is included in the basic price—length of time you may use the space, services and personnel provided along with the site—i.e. use of elevators plus operators, parking facilities and attendants, security guards, rest rooms and coat-check areas with attendants—as well as basic lighting and electricity, A/V equipment, etc. Make sure that you know what happens if your event exceeds the time allotted, what the overtime charges are and when they start, and if it's possible at all to go over your time limit. Perhaps the space is booked for something else soon after your event is scheduled to end. Determine cancellation and payment schedule policies. Usually a down payment is required to hold the space when you book it; the balance is due either a few days before the event, the day of the event, or sometimes net thirty days, depending on the property and the client. And, yes, do make sure you have a contract or letter of agreement that spells out all the particulars. (Most often this will be between you and the site, even if the caterer or planner introduced you.)

Before you sign

Always conduct a site inspection before you make a final decision on a particular space. If you're using a caterer, bring him along to check on the equipment he will need. Make sure you have enough time for your event, plus adequate time for set-up and break-down. Three hours for set-up and two hours for clean-up is reasonable, depending, of course, on how elaborate your event is going to be.

Keep an open mind

Unless you have a very specific location in mind, be open-minded to other possibilities. Ask event professionals for recommendations and use your own imagination. Selecting the right site for your affair is crucial to its success and goes a long way toward making it an event to remember.

Event Planning Pointers

Budget-boosting tips on site selection

• Investigate new sites, including new buildings, which might be available for special events at minimal costs in exchange for publicity for the venue arising from your event. (Real estate agents may be helpful if you're considering using a new building.)
  
  
• Also investigate charitable organizations your corporation may contribute to. Perhaps there is a site available to patrons at little or no cost.
  
  
• Lighting can go a long way toward transforming a space. Festive lights, candles, etc. are inexpensive ambience (and mood) enhancers.
  
  
• Make sure you find out exactly what is included when you rent a space. Sometimes a fee that seems high at first may include services or supplies that would be calculated at additional cost elsewhere. On the other hand, a venue that seems like a real bargain may turn out to be precisely the opposite. Look at the whole picture, not just one part.

Site Selection Checklist

Preliminaries

What is the purpose of the event?
What kind of image do you want the event to project?
How many guests?
Who are the guests?
Will you need exhibition space? A stage? Runway? Props?
Will you need A/V equipment for speakers, shows, presentations?
Will there be dancing? If so you need a dance floor, music.
What kind of sound system and lighting capabilities do you need?
What kind of ambience and decor?

Logistics

What will you need to fit into the room? How many people? Exhibits?
Musical equipment? Products? Food and beverage stations?
How many tables, bars, food stations, sign-in stations, coat checks, and rest rooms do you need?
What will the traffic patterns be? Look for entrances and exits, location of the various food, beverage, sign-in stations, kitchen, coat checks, rest rooms, etc.
If your event is to be held outside, what is your contingency plan for bad weather?

Site and Location

Does it correspond to the image you want to project?
Is it 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?

If you're holding an event in a nightclub. . .

Nightclubs offer several advantages as special-event sites. They easily lend themselves to theme parties corresponding to their built-in decor. 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 for a theme party echoing that fashion. Other accouterments of style are provided by the music—something clubs tend to do well, since sound equipment is already in place. Provisions are often on-site for lighting in addition to other special effects.

Clubs can also provide an appropriate—although, often overlooked—setting for presentations or awards ceremonies and some types of conferences. Many are large enough to accommodate a good-size crowd, often with separate levels or areas allowing for multi-purpose usage, as well as stage and video-screen set-ups. Be sure to inspect them during the day, though, if that's when your event is scheduled. You want to see what the venue looks like in the light of day.

Bars are already in place. Some facilities do have restaurants on the premises, or they will recommend caterers or allow clients to bring in their own. Generally, if additional decorations, flowers or effects are desired, it's up to the client to hire the professionals to provide them, although club staff can be helpful in recommending vendors.

Event Planning Checklist for Clubs

When discussing price, make sure you know exactly what you're getting for the amount you're paying.

What sort of bar service is provided?
Is the club's DJ included in the rental fee?
What about coat room and rest room attendants, or extra security guards?
How long is your party scheduled to last?
Will the club be closed to the public during your event?
Can your guests stay, if the club opens 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, taxes and gratuities. What is the cancellation policy?
How will costs be affected if more or fewer guests show up than you expected?
What is the payment procedure? (Usually clubs require 50 percent when you sign a contract and the rest by the night of the event.)

Nightclub Cost-Management Pointers

• Choose a club that already has the built-in theme you want for your party.
• Hold the event on an off-peak night, Monday through Wednesday.
• Choose an off-peak time: lunch, late afternoon, or early evening (until about 9 PM).
• Rent the space for three hours instead of four, if possible.
• Limit the open bar to soft drinks, beer and wine.
• Have a buffet with lighter snack food instead of a full-service sit-down meal.