How to Select an Offsite Venue in Orlando
Planning a party or special celebration? The venue sets the tone for your event. Here are the top ten things you need to know to get it right. We’ve put together a handy site selection checklist with all the questions you should ask when scouting venues.
1. The Cost:
Know exactly what’s included in the venue fee and what other fees you should expect.
2. The Location:
Book a venue in a convenient location. Make sure to include a site visit in your plans.
3. Catering:
Can you bring your own caterer? Ask for a menu tasting and make sure the caterer can accommodate special diet needs.
4. Capacity:
Choose a venue that’s just right for your group size (i.e. If it accommodates 600 and you have 50 guests, your event will look lost.)
5. Style:
The venue should fit your theme or style. Choosing a venue that doesn’t require much in décor will save you money.
6. Layout:
Ensure the venue has space for all aspects of your event. For instance, for a wedding you might want a pre-reception area, a stage for a band or DJ, a dance floor, a dressing area for the Bride and a VIP room for the groom. Is this all included in the venue fee?
7. Services & Facilities:
Make sure you know what services and facilities are included. These may include:
• Event Planner…Do they have an onsite planner to assist with all details? If so, is that an additional fee?
• Parking…Does the venue have on-site parking? Is there a parking fee? Is valet parking needed?
• Tables and Chairs…Are they available for rental or included in the venue fee? What other amenities are included with the venue fee?
• Kitchen Facilities…Is there an onsite kitchen? If so, what are the requirements/restrictions?
• Equipment…Do they have AV equipment, screens, microphones, etc. for rental and, if so, are they included in the venue fee?
• Extra Space…Is there a coat-check room, VIP rooms, or breakout rooms?
• Bar Set-up…Can alcohol be served? Can we bring our own alcohol and bartender?
• Security…Is this provided or do you need to bring your own?
• Restrictions…Do you need to be out by a certain time for an hour Does alcohol need to be suspended by a certain time? Are there any community/city restrictions? Are we allowed to use helium balloons?
• Extending Event Hours…If you decide to extend the event during the event, is this an option? If so, what are those fees?
• Extra Fees…Are we charged for a corkage fee, a cancellation fee, etc.?
• Entertainment…Is there a preferred vendor list or can we use our own suppliers?
8. Decorating and Cleanup:
It also pays to know who will be responsible for decorating and cleaning up, as well if you’ll have exclusive use of the venue.
9. Weather:
If planning an outdoor event, is there an indoor option to move inside in case of inclement weather?
10. Onsite Go-To Person:
After checking off all the boxes above, make sure you know who your Go-To person will be on the day of your event. Having someone to assist with any problems/questions that arise will help your event run smoothly.
HELPFUL HINT…
Verbal doesn’t get it! Make sure that ALL your special details are LISTED in the contract before signing.