The Class Act
Band
The Class Act
Band
|
|
·
Entertainment
Considerations
· Lighting (rentals & purchase) · Staging (rentals & purchase) · Electrical services (rental) · Audio (rentals & purchase)
· Event services & considerations
(Tips & Considerations)
· Attitudes, mindsets, behaviors · Most important considerations
Event Services Links
·
· Beverage stations & machines · Ice Carvings, Sculptures, Designs · Security
|
 |
Does it cover the areas of scheduling, timing, and all services provided that the sales person orally agreed to perform for the particulars of your event? |
|
Are any items, time commitments such as set up times, room availability, services discussed and agreed upon, missing or left out of the written agreement? |
Take the agreement offered to you home and read over the agreement in the privacy of your own home. Make sure every issue is addressed. Then, if necessary, discuss and negotiate the agreement with the management of the venue, to properly reflect your event requirements and design needs for your particular event.
You must get in writing what a sales person has offered and discussed with you. It is very pertinent for holding a venue to their word. At times what may happen, with far too much regularity, is that the sales person or persons, managing group or entity that you initially interviewed with to engage the venue for your event is no longer there. New management has been established or has taken over.
Sometimes a building or property may have been sold or management may have changed to a completely different managing group or new owner. One question that is more frequently asked from the public since the fall of Enron and the criminal investigation of alleged cover up that preceded it's demise is that many clients are asking that their event dollars are put into separate escrow account with a letter of guarantee to assure against bankruptcies, buy outs and management changes. Some refer to this as fire sale protection or bankruptcy protection clause. Most assuredly having the contractual written agreement with a venue of your choice that contains a grandfather clause that guarantees the date, services, venue space or return of deposits offers some peace of mind to protect your event investment from management changes, new owner changes, buy outs or bankruptcies. Contacting your personal attorney with grandfather clauses that protect your event interests is advisable especially where large deposits are concerned.
A written agreement should be written including worst case scenario's such as; contingency plans, buy outs and change of management clauses is a must to properly secure and protect your event investment. For the most part the overall special event venues do an excellent service to protect their clients and their event investments. It is those few undeserving venues that are driven solely by the-bottom-line rather than a professional commitment and standard of service to do the right thing that we must protect ourselves against.
Primary aspects or considerations of venues or event sites
|
Location, Location, Location (Access & Suitability) |
| Function and form compatibility (Suitability & Logistics) |
| Special or all inclusive Services (Customer services) |
| Tables, chairs, linens, etc. (Rentals) |
|
Space and Size (Accommodations & Suitability) |
|
Architecture (Ambiance and/or feel, soft, warm, cold, hot) |
|
Policies, procedures, and restrictions of operations (Function, Hospitality) |
| Parking and Handicap and special needs access and services (Function, Hospitality) |
|
Extra or Hidden costs (Full discloser of costs and fees) |
| Properly trained, experienced and adequate staff (Function, Proper Staffing) |
| Catering, Food and menu choices (Food Services) |
| Bar and Beverages (Beverage Services) |
Other equally important aspects venue selections are the accessories, amenities or other supported services provided or not provided by the venue. Such as:
| Overall neatness & cleanliness (Sanitation) |
|
Loading area & dock access and availability (Accessibility) |
| Friendliness, courteous and helpful staff (Hospitality) |
| Room or site set up for guest comfort and convenience (Logistics) |
|
The surrounding traffic and it's affect on travel to and from the site (Transportation) |
|
Proper time requirements for pre-event, event, and post-event operations (Timing) |
|
Attention to details for your particular event requirements (Passion & Caring) |
| Parking, valet services, elevators, restrooms, handicap ramps (Accessibility) |
|
Proper coordinating of outside services to properly perform services (Service) |
|
Audio-Visual Services (Technical Support) |
|
Staging, Lighting, props, Decor, etc. (Production services) |
|
Rooms or overnight accommodations (Lodging & Accommodations) |
| Logistical considerations pertaining to compatibility of the event. (Logistics) |
Venue selection as most event purchases is for the most part built on trust. But that trust should not be blind, nor without comparison and not without a written contractual agreement. Blindly signing an agreement with a venue, without properly interviewing, obtaining a full written disclosure, and fully reading over the agreement is very risky business and a recipe for disappointment if not event failure. Venue considerations should be primarily selected upon the location of the site and the suitability with regards to the function and form of the event you are planning. Other considerations are the professionalism, services and operation procedures to support your event as well as the value added amenities or accessories that are given at no extra cost to buyer. These considerations should be balanced with the actual venue costs and/or site fees.
However, some buyers make the vital mistake of contracting a venue site based on the emotional trappings of the fancy paint job and decor rather than on the logical requirements of the function of the event. Many of these individuals find out later as they progress in their planning to their own dismay that the venue doesn't work as they have initially thought due to fact of the venue's limitations, size, policies, procedures or restrictions. It is unfortunate that some individuals won't take the time to interview and research options that best fit their event needs.
Some naive consumers unfortunately over spend on a venue site for their event. And then struggle with the remaining budget to obtain other professional services for their event. Some come to the conclusion that the services that they real desired to have at their event they either can't afford or are now totally out of the range of what is left in their budget. These individuals did not properly prioritize their event desires and requirements and have to now face the difficult reality decisions of event planning to cut expenses else where and learn to be content with less then the best in the remaining service selection for their event. There are others who will over spent in other areas of event services and will not be able to afford the venue of their choice. What ever the scenario may be the lesson to learn is to prioritize your event desires, get an understanding of a realistic budget, and get the venue and other services you really desire for your special event occasion.
The main thing is to look around at the choices that fit your style, desires and realistic budget. It may be that your perfect venue of choice may be right around the corner from where you have settled on a venue. If you don't give yourself the time to check out your options then you might settle for second best. Has it happen before? You better believe it has. The most important question is will it happen to you. Getting informed and understanding your options is the key to proper venue selection and event compatibility.
False assumptions of some venues
|
That the interests of clients are always first. |
|
That the venue's personnel care as much about your event as you do. |
|
That the contractual agreement you sign will have everything on it that you discussed with the sales person. |
| That the logistical consideration of the event area, pertaining to setup, is always setup according the event goals pertaining to proper event function, event scheme, guests comfort, people flow and social interaction. |
|
That the safety of the client and guests are always a primary consideration (For example: Fire alarms, sprinklers, escape routes, handicap ramps, proper parking lot lighting, security guards, etc..) |
|
That adequate time, and proper scheduling, is always provided according to the particular needs of your event and the outside services you have contracted. |
| That there will be enough time allowed for the pre-event setup and post-event clean up and clear-out, especially if other events are being held at the same venue on the same day. |
| That the venue will have all the necessary event supportive accessories such as linens, glass wares, chair covers, dance floor, staging, piano, candles, lighting, adequate electrical hook ups and an electrician, AV services and equipment, etc. |
|
That you will not be affected by another event happening at the same venue at the same time as your event only perhaps next door to your event. |
|
That the sales person that you originally contracted with and went over all the specific details of your event with will actually be there the date and time of your event. |
| That only full-time professionally trained staff is used at these events. |
| That adequate staffing is always used and that there are no staff shortages. |
| That friendly courteous and helpful professional staff is employed. |
Full service, Partial service or No service facility?
What are your expectations and requirements of the venue?
What services do you need them to provide?
Legal, Financial and Liability concerns of venues
(Get it in writing or it doesn't exist, no matter what a sales person says)
Get an exact, itemized list of services that will be provided from the venue, along with the cost and fees for each item and/or service offered from the venue. Always get a written estimate of all services and fees. When contracting get a signed, written, itemized list of services and fees associated with those services.
In areas such as bar tab or food cost, get a minimum and maximum cost guarantee that it will not go over this amount. On open items such as bar tabs, direct the manager or sales person not exceed certain costs and to let you know during the event if the bar tab appears to be approaching that predetermined maximum amount. Beware of any open-end cost items on contracts without a ceiling. It can be source of disappointment and dissension.
Ask for a full disclosure at the initial interview. Ask if there are any rules, restrictions, curfews and other costs or concerns that have not been discussed nor disclosed. Ask for a copy of the venue's rules, restrictions, curfews and other costs along with the itemized list of all services and fees. Consumers beware of hidden rules, hidden agendas, hidden restrictions, hidden curfews, and hidden costs that will not be disclosed at the initial interview. A potential source of consumer-venue conflicts or event disaster could occur.
Always receive a copy of the contract agreement and take it home to read and study. There should be a time period of at least 10 days to either accept or reject an agreement from the venue you are considering. Never sign a contract at the initial interviewing phase. During the contracting phase (signing a contract) ask again for a list of all and any rules, restrictions, curfews, other costs or concerns that have not been discussed or disclosed during the interview phase. Do not sign the contract immediately at the venue. Take the contract home and read over it and discuss it with your family. Make sure the contract has some statement in it that indicates that "this contract is all inclusive and no other oral or written contract exists between the two parties stated in this agreement."
If one's cost are higher than what was originally discussed and contracted, or the integrity of the event or some aspect of it that is planned for will be compromised due to the venue not giving full disclosure of costs, hidden rules, restrictions, curfews, changes or other legitimate concerns one has legal recourse against the venue.
Your event date and services should be guaranteed so make sure there is a grandfather-clause in the written agreement that states that all services promised will be guaranteed as written even due to new changes of ownership or new management. Thus you have a legal paper trail assisting you in a binding agreement with the present management or owner to render that venue and services as legally promised the date you contracted.
Very important questions, concerns & information gathering
What is the cost or fee of the room or facility rental? Does this figure include gratuity and tax?
For those facilities with catering services included is there a separate site fee? Are you paying one price such as $40.00-$80.00 a person or plate then have to pay an additional site fee also?
Is the gratuity a forced or mandatory part of renting your facility and using your wait staff? Is the gratuity a true freedom of choice option for services well done, or is it a part of the itemized cost to pay your staff?
What is the earliest or latest time when I can reserve this facility or ballroom?
To reserve a site, must I put down a deposit? When is the balance due?
What is their cancellation policy? What is the latest I can cancel? Will I receive full or partial refund of the deposit? How much will that be?
Is the venue that you are hiring a banquet facility or a true event facility specializing in Galas, Balls, Social events, weddings, etc.. or just a banquet facilities that typically serves food for only meetings?
Is liability coverage included in the cost of renting the facility? (NOTE: All facilities should have liability coverage which is part of their insurance coverage.)
Go see the room in action. Always go see the venue when an event is happening. Especially, if you have never been at the facility when an event is going on. This will give you the greatest insight as to whether or not the space is adequate for your particular event. Seeing the room set up for an event is very helpful which will give you insight as to your event and assist in your planning. Seeing particularly how the space is utilized as to people flow and logistical considerations of the set up.
What is the smoking policy? No smoking indoors? Outdoor smoking area provided?
Entertainment & Production concerns of venues
(Note: Check with your entertainment regarding their staging, lighting, sound, and electrical requirements so as to create a successful event with minimum problems. Pre-event time do they require to load-in and setup with a proper sound check? How much time do they require for tear-down and load-out?)
At the facility of choice Is there room for the entertainment to adequately set-up the entertainment, sound and lighting along with enough dance floor space for dancing?
Consult with the entertainment to obtain the best set-up options of where to place the entertainment at the site of choice so as to receive the very best acoustical consideration and the best visual, sound and emcee considerations that the entertainment will provide. Every event is different and so are the components so arrange the site according to your particular event not someone else's.
Are there enough electrical outlets on separate circuits designated only for the entertainment so as not to cause a power drain or power outage during a performance?
Will the venue have a licensed electrical engineer and/or trained and experienced electrical person familiar with the site or facility on hand the day of the event to over see the event electrical needs and make sure there is proper and adequate electricity for the entertainment, decorations and caterer.
Does the venue provide dance flooring and staging if necessary for the event? Is this an extra cost? What is the cost?
Will the venue demand, dictate or insist on how the site or space will be set up and utilized, even if it conflicts with your event needs, guests comfort and their enjoyment?
Will the venue negate or ignore room acoustics and visual preference for the event that best suits the event for the entertainment that was selected by you and the guests comfort and their enjoyment?
Will the site or venue (depending on the type and size of event) be ready and available for the entertainment to load-in and set-up on time as well as have the time to perform a proper sound check and trouble shoot?
Does the venue possess a loading area that is safe, clean, sanitary and assessable for the entertainment to adequately load-in on time so as to provide the services you have contacted to be on time?
Will the venue have adequate and proper staging area, staging, electrical hookups that allow the entertainment the area they will need to entertain you and your guests at the event properly?
Does the venue have a noise ordinance in the community or residential area where the facility is located? At what time is it enforced? Example: 10:00PM, 11:00PM.
Could your event be forced to shut down due to a noise ordnance? Yes. Always ask what time would that be. and ask the venue if they have had noise ordnance problems in the past. That is someone calling the law and the police telling you the day of your event to turn it down or shut it down. This typically happens at outdoor events or events in residential neighborhoods.
Is the event site or facility where your event is taking place house other guests not associated with your party or event at the time as your event? Will these non-associative individuals be close enough in proximity of my event that there could there be a possibility that my event will be asked to turn down and/or shut down altogether after a certain hour because of these other guests being disturbed or trying to sleep?
Is the facility able and willing to go overtime? Until what time? Will this create a noise problem for housing guests or surrounding homes or business in the area? What is there overtime fee?
Is a noise ordnance or restriction been discussed and disclosed in the initial interview and is it in the written contractual agreement being offered to you?
Will your staff help, assist and support the entertainers with the same common courtesy you would assist me and my guests while at your venue so they can perform for me and my guests
Will the staff treat and accommodate all outside services (entertainers, florists, photographers, etc.) you have contacted in the same courteous manner they would treat you or your guests so as these services will be on time and be ready to at perform at their peak level emotionally with much enthusiasm?
Does the staff at the event site of choice possess a healthy attitude of happiness. Or is a staff overworked, underpaid, disrespected on a daily basis and under a system of "Big brother" power and control that subdues any joy or real enthusiasm? The emotional heath of a staff can positively effect an event for a greater success as well as an unhealthy negative disposition severely subdue an event. Venue staff is a very important consideration in the overall success of an event. Positive, helpful and willingness to learn and do better attitude can over come numerous inadequacies in skills.
LOGISTICS AND CREATIVITY CONSIDERATIONS
Will the facility demand that the room be set up in a certain fashion such as where the cake, buffet, entertainment, seating, flowers, etc will go or will you have the final input as to what will work with your event and what you are trying to create, design or accomplish at your event.
What is the seating capacity of the venue for full sit down dinners? What is room or venue capacity for buffet or heavy hors d' oeuvres style dinners?
Will you be the only party to use that venue, room, facility for the day and/or time period you are planning?
What is the policy on down-time in between parties 4, 6, 8 hours or what? Parties that have less than a minimum of 4 hours of down-time between events to breakdown, clean and turn a room as well as allowing adequate time for outside services to arrive, unload and setup may be inadequate in the proper planning time needed for your event.
Without the scheduling of the proper hours of down-time between parties using the same space, room or facility this pre-function time concern can severally restrict certain entertainers, caterers, photographers, decorators, florists, etc. to do a proper and prudent set-up so as to be ready on time for your event. This could severely limit or eliminate your choices of certain professionals that you desire to engage to perform services at your event due to inadequate set-up time requirements.
Another consideration to be aware of is other parties or event going on at the same time as yours. If there is a party in the next room will there be a double wall with dead space in-between the two so as not to get a bleed over of sounds such as music, party noise or announcements from the other event next door.
Will there be anything going on in the room or facility between the time that the one party ends and the other is setting up ready to begin? This time between the two parties is critical to clean up and set-up of the next event.
Will the other professional service providers such as caterers, entertainment, florists, decorators and cake or pastry bakers get into the room at the time they require to be ready and set up so as to perform for my guests and my event?
Will someone be on hand to let the caterer, baker, florist, and entertainment in at the time they need to get in to do a pre-function set-up?
Will the sales person or event person that you have painstakingly gone over many of the details with over the past months of planning and have a rapport with actually be the one there at the event at your event time or will it be someone else that really does not know you and you have had very little or no personal contact with be in charge of your event? Will they leave early before the event is finished?
Will you accommodate and treat the other professionals that I have contacted to serve me and my guests as my guests while at your establishment? Or will you treat them as nuisances and bothersome individuals that are only thought of as getting in your way?
Will you provide a safe, clean and available loading area for professionals I have contracted to safely, conveniently and in a timely manner be able to get into your establishment at the time they need to get in so as to proper set-up and serve me and my guests on time?
Is the facility able and willing to go overtime? Until what time? Will this create a noise problem for housing guests or surrounding homes or business in the area?
Does your venue maintain adequate ventilation? Have you had problems with your air-conditioning unit? When was your last new air-conditioner installed? Will it be cool during hot weather? What is my guarantee?
GUEST COMFORT AND SAFETY CONCERNS
Does this venue carry up to date and adequate liability insurance?
Will the room, space or house hold all my guests with enough elbow room to walk around without bumping into each other ?
If it is raining and everyone came in from the surrounding outside will there still be enough elbowroom to walk around comfortably without bumping into each other or will it pose a problem of wall to wall people?
Does it have adequate parking at the facility or is it away from the facility? Is parking an extra cost? How much?
Does it have handicapped parking? Does your facility have steep or uneven access ramps, which make it a challenge for the elderly or handicap individuals?
Are the restrooms easily accessible to handicap persons especially those in wheel chairs?
Does it have easy and safe access to the facility? Does it have operational elevators if needed to get into your facility?
Is parking safe? Is it a well lit parking lot? Does it need security? Will you provide security or do I need to hire my own? Is there an extra cost for security or is that included? What is the cost for security?
Are there an adequate amount of restrooms in your facility for the number of guests being invited? How many?
Can you provide valet parking, serving attendants, security or bartenders? What is the itemized cost for these?
Are your fire alarms, extinguishers and escape routes or doors working, assessable and free of being block by tables, chairs, etc. or any other debris?
Does the air conditioner work properly? If it doesn’t work what is your emergency repair and backup plan? Will I be compensated if the venues air conditioning is broken the day of my event?
If we have a buffet, will you leave the food out until the end of the night and not try to hurry and clean up during the event?
Will I be responsible for cleanup?
Are guests permitted to throw bird seed, rice or flower petals?
Do they have security for my guests and vehicles in the parking lots?
Will there be a secure place for gifts with someone watching them?
Will there be a coatroom and checker to watch valuable coats, purses or other valuables?
