6 Important Questions about Event Planning 101
It’s decided. YOU are in charge of making things happen at the next event. The guest list, food, music, activities, decorations. Everything. But first, before you decide on menus or whether everyone’s going to play pin-the-tail-on-donkey or beer pong, you need to pick your event venue. Your event venue depends on the type of event you’re planning and how large a crowd you expect to have. Here are some important questions to ask yourself as you begin the search for the perfect location.
1. What kind of event are you planning?
Wedding? Team Building event? Offsite meeting? Red Hat Society gathering? Toddler birthday party?
Make sure the tone of your venue reflects the tone of your event. For some, the idea of having a wedding on a farm surrounded by livestock, mud, and hay sounds like a hoot but for others the quiet, refined elegance of a luxury hotel would be far better. Sometimes that distinction can be more specific: would you prefer your guests to be seated or would a stand-up reception-style party be more your style? So many questions!
Picking a venue that’s out of the ordinary, someplace with a bit more personality or one that features engaging activities, will increase your RSVP rate since your invitees will be intrigued about what might happen at your event.
2. How many guests do you expect?
Space providers sometimes have very strict limitations on the number of people they’ll allow in their rental spaces. Whether it’s fire code regulations or a gallery with fine art on the walls you need to keep their capacity in mind when reserving the space and creating your guest list.
3. What are your sound system and audio/visual needs?
Sometimes all you need is a CD player hooked up to a speaker but sometimes you need access to a much more sophisticated setup - LCD projectors, pull-down screens, wireless microphones, and flat-screen TVs are just some of the options that many venues offer. If you’re making a business presentation, giving a lecture, running a workshop, or even just throwing a party with a more professional feel find out about the A/V options before you book.
Speaking of sound.... For events like a cocktail parties, wedding receptions, reunions, or birthdays you definitely want some entertainment:
- WIll you use your own CDs or mp3 player?
- Would you prefer a DJ to spin tunes for you?
- Do you want to go all out with a live band?
- Something different? Magicians, acrobats, jugglers, dancers, comedians, and much more can be great additions to an event!
Some venues have DJs or bands they have working relationships with, ask your event coordinator if they have any suggestions.
4. Do you need accessibility for disabled guests?
When planning for large events it can be easy to forget about accessibility issues for your disabled guests. Some older venues aren’t equipped to accommodate guests with mobility issues so find out if the doorways are ADA compliant, there are elevators or ramps available for venues that have stairs, and confirm there are handicapped accessible restrooms.
5. What do you want to DO at your event?
There are times when all you want to do is sit down, have your meeting for a few hours, and then get up and go home. But sometimes breaking up the day with team building activities can be a great way to increase the creative juices and foster trust within your group.
Here are some great suggestions for activities that will test your teamwork and provide a fun, meaningful experience:
- Cooking Classes
- Rock Climbing
- Flying Trapeze Classes
- Bowling
- Go-Kart racing
Many venues that offer team-building activities also have space available for your group to come together for a more traditional meeting or party after your exertions.
6. What do you want to eat?
Let’s face it: if you’re going to invite a group of people out for any length of time over an hour you’d better be ready to pony up some food and drink. If your event is in a restaurant, no problem! - many times your rental fee will cover your food and drink minimums - but if your event is elsewhere ask about catering options or bringing your own food. Many venues have relationships with local caterers or restaurants and are happy to give you their suggestions.
When choosing your caterer or talking to your venue about dining options ask the following questions:
- Do they offer menus for special dietary restrictions (gluten-free, vegetarian, vegan, etc.)?
- Do they provide plates, glasses, cutlery, table linens?
- Can you bring your own alcohol and if so do they charge a corkage fee?
7. Where are your guests traveling from?
Are your guests traveling from across the country or across the street?
- The event planner is ultimately responsible for guests making it home safely (are you planning on imbibing? is this a company party?)
- families with small children - make sure they don’t need to travel far from home in case children get tired or uncomfortable
- Be prepared to help coordinate transportation and lodging if people are traveling from afar
While it’s not an exhaustive list (come on, we can’t do ALL the work for you) this should be enough to get you well on your way to planning an event to remember. Keep in mind your audience, the tone of your event, and whatever you do, don’t skimp on the fun stuff like yummy food! Good luck and have fun!
