Finding the Right Event Venues Can Be Fun
One of the areas of increasing importance in today’s economy and business climate is planning company meetings and parties for family, which require event venues other. Planning has even become a sought after profession for some. Whether you are new to this or you are an old pro that has been hired to plan a gathering or company meeting, it doesn’t have to be overwhelming. It can actually be quite fun. One of the first decisions you need to make is what kind of space is the most appropriate for your program’s overall success? Will your gathering be just a casual get together of family and friends, or will it be a structured business presentation? This factor alone will in many cases determine the best spaces to begin looking for a space.
While there are many event venues available for functions such as dances and weddings, we are going to focus on finding and negotiating with a hotel to host your meeting. Hotels are in the business of hospitality. A good hotel is an all-in-one event venues with all the various tools necessary for your meeting to be a complete success. So let’s start at the beginning. The first item you need to consider is the date for your conference. When do the guests have time to be available? Which hotels have space available for your meeting during those dates? If this is a corporate meeting when does the management team want to hold the conference? Once the dates are narrowed down, the next step would be to take a tour of the available spaces you are going to consider. This would involve meeting with a representative of the facility and discussing your needs for room size, audiovisual needs, entertainment and food service or catering for the guests.
For any meeting the food and beverage options that are available and that you ultimately choose will be of great importance for a successful get-together. The food served is generally the number one criteria on an attendee’s list of things that will make your meeting more memorable. Will the food offered be a buffet or traditional sit down meal? Do any of the guests have any dietary restrictions that need to be taken into account when you are negotiating the menu?
Once you have decided on these factors you need to make sure that you stay within your budget. One way to accomplish this is to negotiate with the hotel for discounts on rooms for your guests if they stay there before and after your meeting. Another area to negotiate is on the costs of any audiovisual equipment or aids that you might use. You can also use this same tactic with the food and beverages. Most of the hotel’s staff will be aware of your budgetary pressures and because they are in the business of keeping their guests pleased they would generally be more than happy to accommodate you.