WELCOME TO THE VENUE ZONE BLOG !!
Finding a suitable venue for your event can take much time, energy and know how.
What are the ways you can save time, energy and money in the process,
and how can you be sure you’ve made the right selection when it comes to the crunch?
It is important to have the basics intact when making your enquiry to the venues.
This will ensure that they can advise availability and quote accurately
Where are your guests coming from?
If they are flying in, would it be best to have the event near an airport?
What will make it easy for them to say yes to your invitation based on the location you are considering?
Will they need accommodation? Consider asking for a group rate if your guests will be staying at a hotel.
Will there be travel costs involved for them? How can these be reduced?
Will their attention be captured well enough if there are distractions around, like in a cbd area or would you be better taking them to the country?
What are the group activities that might best benefit your group? Could it be a night at a city theatre or could it be a wild team building adventure in the country?
Is it best to stick with the same proven venue year after year, or try something new and refreshing for your guests?
DATES FOR THE EVENT
It’s always best to book the venue first as other things can fit around this. Unless of course you are flying in a top company executive and you’ve been given the orders relating to the dates.
How can this best be juggled? Always ascertain all date options at the beginning, so these can be presented to the venue at initial enquiry time. This will save you running backwards and forwards to check availability, and knowing the company high flyer, he/she is likely to have a change of plan anyway and the dates could change again. Be prepared !!
ACCESS TO THE VENUE
Ok, so you know what time your event is being held, but what time do you need access for set up and pack up? This information is vital to the venue as they will need to hold space for you leading up to the event and after the event where necessary.
NUMBER OF GUESTS
It’s always best to advise the minimum and maximum number of guests and the seating style. Sure you may think that there will be 200 guests, but what if numbers blow out. Could the venue handle 400? Then again, what if the numbers drop to 100. Is there a minimum number of guests required to secure the price you’ve been quoted, or will the venue charge additional for lesser numbers. Be careful !!
Are there other room requirements? Do you need foyer space, breakout rooms, display space? Don’t forget to mention this at initial enquiry time.
To sit or to stand?
What type of guests will be coming? Do many of them know each other? Only the really outgoing person feels comfortable in a room full of strangers, making their way around the room. The average or quieter person may prefer to be seated at a table full of people that he/she can get to know on that level. It can be much more comfortable.
On the other hand, if you have a room full of people who all know each other, will you be able to keep them at the table at a sit down meal, or would you be better off with a standing cocktail style event? Know your guests !!
CATERING – FOOD
You may like Salmon, but what about the guests? Sure it looks impressive but it’s not good for the guests to go hungry. Chicken and beef are always the favoured choice of two and don’t forget the vegetarians. Be sure to discuss this with the functions coordinator so they get a nice choice. If you want to add some delicacies, what about a two course meal with canapes on arrival. Then you can go crazy and satisfy the gourmet tastebud as well !! Who says it has to be a three course sit down to get that variety?
CATERING – BEVERAGE
What are your guests likely to enjoy drinking? Are you better off which a package price, a bar tab or full bar? Speak to the venue about your requirements and come up with a solution that fits your group.
Will your guests require accommodation? Will they be booking their own? What about asking for a group rate for them. Or if you are going to secure a block, know how many rooms you will require as there may not be much room for guesswork here. On one hand you could be locked into booking too many rooms and on the other not enough and the guests have nowhere to stay. If it’s difficult to know, how about checking out some other local options just in case.
What about the style of room? Do the guests need single or would twin be ok? Do they need a bathroom each? What about apartment style. You may be able to secure a 3 bedroom apartment with twin share rooms, reducing the overall cost.
Most venues will have a standard pricelist for these requirements and additional items can be ordered in. Cost is something that should be considered here, and is it possible to provide some of your own equipment or your own supplier so as not to blow out the budget.
Disabled facilities, parking facilities, public transport facilities. These may not be particularly important to you, but these may be vital to your guests. Check it out !!
Naturally, it’s always best to know what you’re aiming for. If you’re a bit rusty and lost touch with pricing you could try just enquiring as to the standard sorts of prices from a variety of places so that you know where your group needs to fit. Once you’ve worked this out, then have the venues put together a full proposal for you.
TO HOLD OR NOT TO HOLD· HOLD !! There’s no harm and it gives you peace of mind !!
Venues are generally happy to do this and will give you a call if they get another enquiry for your date. There is no obligation to go ahead with the booking should you change your mind. But once you’ve made up your mind not to go ahead, be sure and give the venue a courtesy call so they can release the date. They will love you for it !!
NOW YOUR EXPERIENCES
We’d love to hear your comments from your recent experience when looking for one of the following:
- Conference Venue Melbourne
- Function Centres Melbourne
- Wedding Venues Melbourne
- Party Event Venues Melbourne
- Corporate Event Venues Melbourne
- PLEASE SHARE …
Let us know your experiences.
Did you enjoy the process? Did you find what you were looking for?
How long did it take? How far in advance did you book?
Was there much or little availability? Did you find the staff helpful?