Event Consultation Experts explains Venue Questions

For most, venue and ambiance are the first things to attract you to a space for your event and many locations meet these basic requirements and are similar in cost. However, you have to dig deeper to find what those expenses cover and whether a venue is right for your needs.

Expenses

To ensure you stay on budget, ask what the base price includes. Some venues give you only the space. Everything else is extra. Others include amenities such as tables and chairs, basic lighting and multimedia equipment, drapes, and parking. If your event is outdoors, it is necessary to know you can be charged for the basics like electricity and water. Or you might be required to provide your own. Some offer a staff for free while others require one or more site staff for which you will pay extra.

Time

Another item to consider is time management. For locations that charge by the day, how many hours are included and when does the times start and end? An event lasting three or four hours may need two hours of setup and at least an hour or more for breakdown. Full rates may only apply to the hours the event is held if the venue offers hourly rental. Charges for setup and breakdown can range from a far reduced rate to full price.

Staff

A day-of-the-event coördinator can take care of all the little details to make certain your event runs smoothly as well as manage setup and tear-down. Even if you’re having the venue handle everything, you still want to follow-up and have several on location meetings and walk through(s). Even with a coördinator, you need to be on top of things.  Most venues include at least one coördinator with your space. Find out how many are coming, their schedules, and responsibilities. Venues may also require security guards depending on the size of the crowd and whether you serve alcohol.

Meals

What about food and drink? Hotels and restaurants usually need to only use their Food & Beverage departments. This may not only be a matter of profit because any food on their premises reflects on their standards. Also ask, if the venue supplies the meals, is there an added cost for plates, silverware, and serving utensils? Linens come at a price. How many servers, and bussers will be working? And remember servers are tipped separately from all charges should they be allowed to accept tips.

Insurance

It is also a good idea to carry liability insurance and to ask if coverage is included, or is it an extra cost? It can take care of material damage should a guest break or steal decorations belonging to the venue, cover injuries like a person tripping down a flight of stairs, slipping on a spilled drink, or falling on the dance floor. Some venues may carry a basic amount or only need it if you’re serving alcohol. Keep in mind, even though many caterers and event planners have their own coverage, which can cut the need for you to spend on insurance, it is best to be covered.

If you would like more information, please contact us, your event consultation experts.

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Getting Past Excuses

Excuses are nothing more than distractions keeping you from being successful. Whether from a co-worker on a team or yourself, they are unacceptable. Keep a focused mindset and accomplish your goal.

Five quick things to remember to stay on track:

1. Have a ‘don’t care’ attitude when it comes to excuses because all it means is the work did not get done.

2. Be able to identify when you don’t meet the expectation.

3. Adjust and plan to determine if the goal is still a priority. If it is, create a new plan or amend the current plan to hit your target.

4. Take responsibility.

5. Only you decide your level of success.

The Importance of a Deadline

“I never miss a deadline.” One statement I have been proud to say throughout my career. Deadlines are important and must be taken seriously. It is a way to show you, the boss, co-workers/team, and client the task at hand is a priority and you respect every person’s time. There is an old saying I try to live by ‘Lack of planning on your part does not constitute an emergency on my part.’  Don’t be the link in the chain that is broken due to the absence of time management.

Staying on top of your work is easy by following a few steps:

• Be Honest with Yourself. Can you complete the work in the time allotted with your current schedule? If not, say so and ask to extend the deadline.
• Do Not Delay. Nothing is worse than having to rush because you waited until the last minute to get started. Make an appointment with yourself to work on the project a little each day.
• Maintain High Standards for Your Work. Meeting a deadline doesn’t mean much if the work presented is flawed. You were given the assignment for a reason. Keep consistency.
• Let Others Help You Be Successful. Task out items that do not require your expertise. I learned a long time ago to do what I do well and pass along the rest. This will loosen up your workload and help minimize unnecessary stress.
• Communication is Key. Stay connected with the team. Check in with people to give and get updates to make sure all are on the same page and on time. Not talking is self-sabotage.
• Stay Organized with Constant Reminders. Write down each step on a desktop calendar, place post it notes in your work area, and add milestones to your Outlook, Gmail and mobile phone calendars.
• Beat the Deadline. If your target date is two or three weeks or a month away, try to finish ahead of schedule. This will allow for time apart from the job to refresh your mind and make any needed changes.

Related articles

• Buttoned Up: Nine immutable laws of time management (seattletimes.nwsource.com)