Read the Full OfficeNinjas Event Planning Series:
Experiential Events | Digital Tool Belt | Venue Checklist | F&B Planning | Photography & Photo Booths | Audio Visual | Event Design | Live Music | Corporate Gift-Giving
It’s Part 3 of our 10-part event planning series, and this installment is all about The Venue. After hosting more than 20 OfficeNinjas events all over the country, we’ve learned that location plays a vital role in setting the right tone. We’re always on the lookout for a fun, offbeat space that will inspire creativity and collaboration among our Ninja attendees.
But what’s even more important than the venue itself is the communication between you and the primary contact at the venue. With so many moving parts (food, furniture rentals, entertainment, audio-visual, lighting, waste management, security, etc.), the two of you must be on the same page.
Otherwise, you might run into unexpected issues that dwindle the guest experience or bring you way over your budget. Plus, sloppy communications could make your venue contact hate you… And you definitely don’t want to burn that bridge.
Looking to open up a dialogue, but not sure where to start? We’ve put together a comprehensive list of every question you need to ask your event venue contact.
The Ultimate Venue Checklist
Even the most lavish events have a bottom line. Before you can do anything else, you need to understand all the costs associated with a venue to determine whether or not its price tag is within your budget. Ask:
Logistics & Production
Next, address the nuts and bolts: details like insurance, permits, and electrical outlet availability. It’s not as fun as menu tasting or picking a color palette, but trust us—you’ll want to nail down these details ASAP. Ask:
Layout & Design
Event design is one way you can elevate the experience for your guests and set your event apart from others they’ve attended. Make sure you not only understand the limitations of your space, but also its full potential. Ask:
Food & Beverage
They may not pay attention to the lighting or take note of the floral arrangements, but your guests will remember the food. Don’t get stuck with ho-hum banquet dishes or overpay for drinks. Ask:
The devil (and the delight!) is in the details. Seemingly small things like parking and street lighting can make or break the experience for your guests. Ask:
This list is time-tested and Ninja-approved. But remember: just like your third-grade teacher always said, there are no stupid questions. If anything related to your event venue is unclear, ask about it!
What type of venues do you use for your events? Are there any other questions you’d add to the list? Let us know in the comments below!