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You have your goals already set, most of the design planned out on a thought board, and it is now time to get to the event location and see what is going on. There are often several different questions that you are going to have to ask. You need to be aware of accessibility, if you need to bring your own team, and even more!
Here, we are going to cover some general genres of questions that you want to ask the event space manager before you choose the proper event location. Let’s go!
Staying on a Budget
One of the most important things that you have to stick to is your budget. Just about everything else can change, but when it comes down to it, you have to make sure that you don’t go over budget. There are several questions that you can ask to help you out here.
Questions about pricing are a great way to start. You also want to start a line of questioning that delves into the possibility of any hidden fees. It’s a hard question to ask, but it can help you stick to a budget and plan for any contingencies, such as damaged property.
Another way that you can stay on budget is to also ask about package deals. Most of the time, you’ll see this with weddings, but there may also be packages available for events that come with different discounts and bonuses. Don’t hesitate to ask questions, and definitely prepare your questions ahead of time.
Catering Options
Depending on your type of event, you may be looking for orderves to start your event, or you may be looking for a full-on meal, and that’s something completely different!
Keep in mind, as was mentioned in the budget section, it is important to remember that there are going to be package deals, or at least that is the most likely result with most event locations that have an included kitchen.
On the flipside, you may have to ask questions about what kinds of entrances catering can come through, who has access to what entryways, and how catering staff can circumvent going through the crowd of attendees.
Team Options and Staffing
If you already have a team ready to go that you’ve built a rapport with, you may have a vast series of questions to ask. Can your team be allowed the same access as other staff members? Do they already have staff available? Is there a way that you can integrate teams, or would there be a discount for having your own team?
Some event spaces are going to already have staff available to work your event. This is a great way to save money, but you do have to ask the question about what kinds of services are available, whether you should bring additional team members, and whether you will have time to brief the staff on the event or not?
These are definitely the kinds of questions that you need to be asking because you don’t want to interfere with the way that their team runs, but you still want to provide the best experience possible for your attendees.
Accessibility and Technology
One of the most important things that you will need to be aware of is going to be the accessibility features that you will need for your attendees’ comfort and safety. From non-slip surfaces to accessible restrooms, you need to make sure that you know exactly what is going to be provided for your guests.
Additionally, will the event space have technology available for you to make sure that guests have the right lighting, the proper AV equipment, as well as access to any equipment that might best assist your attendees as well. These two are distinctly tied because to make sure your guests have a pleasant experience, they need to have access to the best channels of communication available.
Further Questions
When you are working in the event business, no question is off the table. You need to be able to ask the questions necessary to make sure that your attendees are as comfortable as they can be. You can ask about bar options, drinks that come with the event location, and you would also ask about the different ways that other event managers have decorated the space and used the space to their advantage.
All in all, these major categories are a great way to start the conversation about your event. While having a conversation with the event space coordinator, you may even find out information that you might not have thought about!
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