In a thriving, bustling city like Boston, there is no shortage of venue options for events large and small. From an intimate panel with 100 guests, to an outdoor festival for 3,000 like BostonFest (get your tickets now!), the venue inevitably dictates a lot of the possibilities — and limitations — for your event. Check out these tips before your first site visit and be as prepared as the pros.
1. Defining the event. The very first qualifications for venue fit are capacity and availability, and even if your vision for the event hasn’t been etched in stone, it’s important to define estimated guest count, general timeline, and possible dates. Most venues vary pricing for during the week events versus those scheduled on weekends, and specialty venues such as theatres may book up very far in advance. Another helpful tip, if your event is in the morning, you may need to consider when you’ll be able to load-in, as access the day before may come at an additional cost or in some cases be out of the question.
2. Narrowing your search. Every event needs a goal or purpose, and the sooner you determine this, the easier your venue search will be. As you develop your vision (through a minor Pinterest addiction or otherwise), make note of event elements that you are not willing to compromise. Is there wiggle room in your event budget? Would you prefer an eco-friendly venue? Do you have a specific caterer in mind? If so, you may not be able to host at a venue with a preferred catering list. Outlining these must-haves will quickly narrow down your options, while flexibility will expand the playing field.
3. Researching your options. Check out prospective venues online and see if they have rental packages and pricing listed. If so, you can compare costs across your top choices and start to develop a good old pro-con list. In an overview of the space, venue reps can run through details on every aspect of the event – from catering to whether there is internet access – at quite a clip. Every venue is quite different, so after a couple of visits your head will be swimming with information. To prevent this, peruse online resources or schedule a preliminary phone call can help give you a feel for the space, its limitations, and venue policies. Take notes and be sure to bring a pen and paper to your site visit to ensure you’re not forgetting any details.
4. Important questions to ask. Before meeting with a venue representative, remember that they are trying to sell you on their space. It’s your job as the prospective client to know which questions to ask to avoid incurring extra fees that a sales rep may glaze over. The easiest way to accomplish this is by asking them specifics on what the rental fee includes. Does it include rentals? Security and janitorial staff? If you need A/V, what is the in-house system capable of? Is there sufficient power access in key areas? Is there a food and beverage minimum in addition to the rental? It’s totally ok to ask where additional fees may crop up. If you’re confused on the bottom line, express your concerns and ask for an itemized quote.
5. The guest perspective. Walk through the space exactly as your guests will, beginning with parking. Details such as this can easily be overlooked, but can prove extremely detrimental in a guest’s take-away experience. Even the most exciting entertainment, impressive decor, and delectable food will be undermined by a half-mile hike to the car at the end of the night. During a walk through, pay attention to bathroom availability, bar placement, and other key contributors to the guest experience. Venue event professionals can assist you in laying out the space for the best flow to avoid bottlenecks and wasted space, and it’s important to explore how the room can be made to feel full and energetic without being stifling. The staff is there to help and facilitate the event-planning process and can also provide a wealth of knowledge as to what has worked, and hasn’t worked, for past events. Feel free to use them as a resource.
6. Negotiation. Depending on the venue, sometimes you can negotiate venue fees. For instance, if your food and beverage costs are extensive, you may be able to waive an additional rental fee. If your budget is tight (and whose isn’t really), be up front with your contact and let them know that the price is a deal breaker on an otherwise perfect space. Depending on their policies and other factors such as time of year, some venues may negotiate to accommodate your needs.
With these tips, you’re well on your way to securing the perfect venue to bring your vision to life and eliminate a significant amount of stress (and unexpected costs) leading up to your event. Cheers to that!
