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How to Select an Offsite Venue in Orlando

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Rosen Event Center

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 PlannerDo they have an onsite planner to assist with all details? If so, is that an additional fee?

ParkingDoes the venue have on-site parking? Is there a parking fee? Is valet parking needed?

Tables and ChairsAre they available for rental or included in the venue fee? What other amenities are included with the venue fee?

Kitchen FacilitiesIs 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 SpaceIs there a coat-check room, VIP rooms, or breakout rooms?

• Bar Set-upCan alcohol be served? Can we bring our own alcohol and bartender?

• Security…Is this provided or do you need to bring your own?

• RestrictionsDo 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 HoursIf you decide to extend the event during the event, is this an option? If so, what are those fees?

• Extra FeesAre 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.

Verbal doesn’t get it! Make sure that ALL your special details are LISTED in the contract before signing.

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