When picking a suitable event venue, there are several considerations to look into like budget, décor, theme, location, accessibility, and amenities to name some. While these criteria are legitimate, you need to ask the manager other questions that may not be so obvious at first glance.
What Are The Inclusions?
Though this may seem obvious, clarifying about the inclusions will help prevent buying excess materials. Some venues may include audiovisual equipment, writing materials such as notepads and pens, water, mints, and linen to name a few. You may also want to check for additional services such as a Function Manager, cleaning fees, and decorating.
The event sheet should be simple enough to understand and organized accordingly to clarify all details discussed. An agreement should be signed by both parties. For verbal agreements, communicate all discussed through email for record keeping purposes.
Will There Be A Cancellation Fee If The Event Doesn’t Push Through?
Of course, you don’t wish for the event to be canceled. However, in unexpected circumstances where there’s a need for the event to be canceled, it’s best to set the record straight. It’s better to ask upfront the venue manager so you manage expectations in the event that this happens. What are the costs anticipated? Or would the manager allow you to postpone the event and allow you to rebook for a period of time?
Can Cars Park In The Venue?
Disabled access and car parking slots are essential for any events. It could be that you may have participants coming from other countries or state. It may also help to know if you’ll be sharing the space with other participants in the same venue but different function. If there are no parking slots available on site, you may want to look into public parking. Choose the place nearest to the venue and negotiate a good price for parking fees.
Accessibility to public transport vehicles is also important to consider. There are various function venues in Bayswater that you can consider for your events. Be sure to check out traffic flow so your guests will be able to anticipate time needed to get from where they to the venue on time.
What Is The Maximum Capacity?
You should know the capacity range of the venue you are looking into. Chances are, if it’s a paid event, you may need to have extra space for walk-in attendees. Look into room layout options to see which arrangements may work best for your event. Limiting your guests may be necessary if it exceeds beyond capacity during the event.
Can The Set-Up Be Changed?
Ask the venue manager if you can change the room set-up. There could be some decorations that you needed to add. It could also be that you needed to switch to a different type of furniture just to match it with your theme. Ask if you can also add portable plants or stick posters and banners on the walls. For linens, you may want to book a venue that matches your theme. It not only saves you money, it also saves you time from decorating.