Article From Judith Rivers

HOW TO SELECT AN EVENT LOCATION
by Judith Rivers-Moore
Santa Rosa, CA  95403
Phone: 707-570-0820
Toll Free: 800-233-3850
Fax: 707-568-6658

"HOW TO SELECT AN EVENT LOCATION"
We are a "partying people!!" We love a great reason to get together and celebrate. Whether a traditional occasion such as a wedding and reception, anniversary, birthday, bar or bat mitzvah, or a business conference, educational seminar, festival, political profile, awards night, fund raiser, awards for jobs well done, holiday banquet, company picnic, or golf/sports tournament...we gather for specific reasons!!!

Along with the reason for gathering, budget, number of guests you will find the location for your event is THE FIRST DECISION to be made. This decision will set the style or focus of what you are planning to achieve. The location can be the overall theme of an event, or you may design the event with specific decor and set up the theme by coordinating the decorations and/or floral designs.

Each party, social or business event differs from the other, and many events include a series of different events surrounding a social, business conference or a wedding.

A WEDDING & RECEPTION may require a shower and bachelor party site, the rehearsal dinner location and the wedding ceremony and reception site....along with accommodations and honeymoon plans. If a DESTINATION WEDDING, you would include ideas for meals, tours, a selection of different experiences for the guests over a few days prior or after the wedding...and of course an intinary.

A REUNION may be a cocktail reception, formal banquet and a family picnic throughout a two day period of time.

BUSINESS CONFERENCES will include formal banquets, meetings education seminars, key-note speakers, a trade show and a golf tournament, tours or bbq.

Organizing and deciding on each of these events and who will handle, provide and lead you toward success is an important process beginning with the EVENT LOCATION(S).

Your location decisions hinge on:
  (1) What the budget will allow.
  (2) The vision or goals of your event and what style ambiance you choose to hold the event.
  (3) How you want to express your goals through subject, theme or education.
  (4) What you want people to leave with.

WHERE DO I FIND EVENT LOCATION INFORMATION

  a) On the internet, in various Web Sites (ours holds over 6,000 California Event Locations)
  b) Various visitor's bureaus in the area you choose.
  c) Books and magazines for event planning solutions.
  d) Wedding and corporate planning trade shows.
  e) Travel Magazines.
  f) Yellow pages from the phone books.
  g) Ask for referrals from business or friends.

KNOW AHEAD OF TIME -- WHAT YOUR NEEDS ARE

What do you require from a location: number of guests, room accommodations, in-house catering, or your own caterer, specific size meeting rooms, ballroom, floor space, number of guests, specific ambiance (your vision of the business event, wedding or social function).

It is vital you check out the locations, its history, references (call them), and remember there are no requirements or investigation of business practices from visitor bureau nor chambers, phone book, nor many of the listings of business membership groups or web sites. It is your responsibility to check the background of each one's reputation.

ALWAYS ASK THE LOCATION.....

After making certain it is available and the correct size for the function, there are several questions which will help you complete your search.

a) Is the site available for the time we are requesting and what is included in the price?

b) Is the location licensed for events and insured, or are we required to purchase extra liability insurance to use the site?

c) What is the use time for the facility and the limitations? Do you hold more than one event at a time at the location or is our event private?

d) What are my responsibilities and liabilities using your event location?

e) When holding a location with a deposit -- be aware, the location can keep the deposit if you have not responded to the them by the date required.

AMBIANCE & AMENITIES are very important to the tone/style of the event. The beauty of a garden or forest, elegant crystal chandeliers, the essence of history and charm, or developing a theme on a paddle-wheel boat or train pulls the event into focus. This is important to a wedding or a fund raiser, but corporate business often requires the "lets get the job done" atmosphere, with accommodations nearby, airport shuttles,internet access and a hotel office for quick printing of notes, plus the growing desire for virtual conferencing and a unique off-site location experience. Other times they desire a focus retreat or team building atmosphere where a "think tank and problem solving atmosphere" can exist. What ever the occasion and reason for gathering, there is a multitude of various style and budgeted event locations in each county of the U.S........expecially California!

AS YOU BEGIN TO FILTER THE INFORMATION ~ Gain information packets from each of the preliminary selected event sites. Review them or hire a coordinator to go over this with you. ~ Create individual notes on the locations or attach a site survey sheet.

YOU DO NOT HAVE TO SEE EVERY LOCATION

Why look at a location which you know is too small or has to have outside catering -- when you want a restaurant?

~ Sift through information from the web, books or magazines.

~ Select three to five or fifteen locations and try to visit them on the web or in person....checking out the flow of the event site for your purposes. Check for parking, construction issues, room size, appearance and if it matches your budget,(no hidden charges). Clean-up, special electrical/web connections, food and staff, etc. or any unique request made should be shown in the bid.

Deposits are often returned up to a specific date. If you must cancel, do not expect your deposit back if you have gone past the date agreed to for cut-off.

All events have a series of questions regarding "risk management." Fire, liability, rain-out risks, no-show for entertainers, wedding insurance for the day of, alcohol use and each contractor/event specialist you hire shuld carry their own liability insurance for their business.

If the event is for or includes YOUTH, there will be concerns for safety, adults monitoring their activities, and checking the background of the event personnel you hire for the event.

If you decide to hold an event or party in your home or business office/corporate building please check and review your own insurance and liability policies regarding this type of use.

Location entry is a key factor is a well run event, the flow and entry of your guests into your party-reception-business meeting should consider the following:

a) Placement of signage leading the way into your party.

c) Ample room and protection at the entry for crowds and provide cover from the elements.

d) A good map to the location(s) is a great idea in any invitation.

e) A fund raiser requires maximum marketing.

Spend the time and effort prior to your event and you will enjoy the rewards of a "Sucessful Event!" All "Beautiful Events Books" include detailed information on creating all styles of social, business events and weddings. Enjoy.
Web Address: http://www.beautiful-events.com
E-mail Address: jr@weddinglinks.com