Choose a Party Venue Like A Professional

For those tasked with hiring a venue for a party or company event, the task might seem overwhelming. The Internet is full of potential locations so choosing the right one can be difficult. But knowing how the professional party and wedding planners make their choice can make the job much easier. Follow these steps and you'll make things much easier.

• One: Gather Party Requirements and start making a list of all the things you require for your party or think you want for your party. Put down the number of guests, activities, food needs, entertainment - any and everything. Keep this list handy so you can add things as you go along. Next divide the list into "need to have" and "nice to have" columns. Now you have a way to evaluate venue options.

• Two: Research Venue Locations. The Internet is the easiest way to scout locations. With your requirements list handy start eliminating options. The most important consideration is size of venue. Eliminate those that are significantly under or over-sized. Too small a space is uncomfortable for guests and can slow service, but too big is not good either as it can drain the energy from a gathering and make group feel insignificant.

• Three: Venue Visits. From your research you should have a short list of places to visit. You must visit each site, no matter how good the pictures look online. A good practice is to bring at least one other person along too. After the visit you can discuss your impressions. Start your evaluation process right away. How is the trip to get to the venue? How does the exterior look? Is the area safe and secure? Is it easy to get the actual venue space? Whilst touring the space be sure to have your requirements list with you and go over all your items with the space manager. A good question to ask is if the venue has hosted similar events to yours. If so, find out how the space was setup. You should also ask for referrals.

• Four: Get Written Estimates. Before you book a date it is important to closely review a written estimate. Venues make their money from hiring out the space and also providing other equipment and supplies. Be sure the estimate includes everything you need and don't assume something, even something as simple as chairs, are included.

• Five: Book Your Date and as soon as you've made your decision book the date. Make sure you get a confirmation in writing or via email. It is also smart to check a few weeks in advance of your party date to make sure things are still on track. This will help avoid issues. Venues do double book events so best to be safe with a confirmation call.

• Six: Final Confirmations. A few days before the event make calls to all your suppliers. Make sure they have all the instructions correctly and if required, have spoken to other suppliers so they are fully coordinated. You'd be amazed at how many problems this will avoid.

• Seven: Enjoy! You may still have work to do if you're tasked with running the event or party, but even if this is the case, take a moment to admire your work. Even if you can't fully enjoy the festivities you can take pride in the enjoyment of the guests and party goers.