It doesn’t matter whether event planners are tasked with preparing for a huge corporate office party or an intimate family wedding reception. Choosing the right venue is one of the most essential parts of the job. Before scheduling any tours, find out what to look for in a Dallas party venue below.
Capacity and Minimums
The first thing to do is to create a list of potential event attendees. Of course, according to realtimecampaign.com, no one can predict exactly how many people will show up, even after the RSVPs come rolling in. An average of anywhere from 10-20% of guests that RSVP yes end up no-showing, and event planners often start looking into venues before even sending out invitations. When checking out venues, there are a few questions to ask regarding the size of a guest list:
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What’s the maximum capacity for the venue?
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What are the food and beverage minimums, if applicable?
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Will it be possible to adjust food and beverage orders based on attendee requests and feedback?
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Services and Amenities
For events that involve serving a full meal, whether it’s a formal dinner or a more casual occasion, it’s best to find a venue like DFW Celebrations that offers in-house catering. Banquet halls are more likely than most venues to have tables, chairs, linens, and extensive kitchen facilities, whether event planners end up wanting to use their catering services or not. They often provide setup and cleanup crews, as well, and almost always have entertainment systems for DJs or bands.
Venue Layout
The fact that most event planners start looking into venues well before they finish the rest of their preparations can make it difficult to determine particulars like table layouts, but most people have a general idea of what they need much earlier on in the planning process. Think about things like what activities will be available at the event. If there will be dancing, there needs to be a dedicated space set aside as a dance floor. Bands and keynote speakers require stages. All of The Best Things To Do In Dallas, Nov. 23–29, have different space requirements, which means checking out venue layouts is a must.
Dedicated Planning Help
Some venues offer nothing more than a space to hold a party. Others have catering services available and may even offer access to setup/tear-down crews. Only a select few venues offer more advanced event planning help, but people preparing for uniquely important parties should consider availing themselves of those services. Read through a knockout post on how in-house event planners can make every aspect of party planning and execution go more smoothly.
Start the Search Now
Waiting until the last minute to start looking for an event venue is always a bad idea. In a best-case scenario, it rules out some venues that would otherwise be great options. It can even leave party planners without adequate space for their events. The best solution is to start looking into venues during the initial stages of party planning after doing some initial brainstorming but before sending out the invitations.
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