One of the primary reasons event planners find it daunting to secure the ideal venue is because they do not know the right questions to ask. For the best results on your next event, use this checklist.
Target Audience and Guest List SIze
Before you create a short-list of Miami venues to look at, you need to know who will attend as well as how many guests you will invite. You want to ascertain that the location can accommodate the expected guest list and that it is suitable for the audience.
If the venue is too large for the event, utilize a decorative partition in order to recreate the ideal space size. If the event is by invite only, ask that the guests RSVP by printing it on the invitation. However, keep in mind that most people do not respond and you may have to follow up with a call.
What’s Convenient For the Attendees?
Choosing a venue that is in proximity to where the attendees live or work tends to reflect on the number of individuals that will attend. Alcohol consumption is one of the primary things to consider. You do not want the guests to drink and drive and so, ensure that there are transportation options after the event.
Know How To Cater For The Guests
Knowing the demographics of your guests is crucial to the selection of the venue. For instance, know what your attendees like and dislike, their average income and even what they’re accustomed to. If your target audience is a group of managers, then the venue should reflect their needs and tastes.
Venue Experience and Knowledge
Before you hire a venue, it’s important to ask them for a list of events that they have hosted in the past. Ask to see photographs of those events, ask for references and even check the layout options. You may want to talk to some of the employees so that you know what expertise they boast and how accommodating they are. Ideally, find out the ratio of guests to servers, what they will wear during the event and if they can work overtime if needed.
What Other Services are Offered
When narrowing down to the best Miami venues, it’s wise to get a list of additional services that they offer:
Security – Depending on your event’s size and type, you may need the services of security experts. For huge events where the city is involved in planning, you will need police, paramedics and firefighters on hand. Ideally, ensure that the location has working fire-alarms and fire extinguishers, power backup and first aid kits. Also, have an emergency plan in place and know the location of emergency exits.
Parking – Does the venue have a parking facility or a nearby space that can be utilized? Is it possible to negotiate a better price for the event?
Other additional services to consider include catering, lighting and staging, audio-visual services, ticketing, transportation and floral arrangements.
With these tips, you will certainly be able to pick a venue in Miami that meets your needs. For more information on the same, visit coralgablescountryclub.com