Specialized Planning for Special Events

• Venue Selection: Once you have confirmed your event date, your first step should be finding a venue available on that date. If you are flexible with your location, visit and evaluate multiple venues. Confirm whether a deposit is required to secure the date, and whether this deposit is applied to the final balance and is refundable. Additionally, inquire about available payment plans and their deadlines.
• Package Comparison: When comparing different packages or individual services, ensure you are making an accurate comparison by understanding what each package includes. Obtain written details on any additional costs.

Venue Details

• Taxes and Gratuities: Confirm whether these are included in the final price.
• Parking: Check for adequate parking facilities for your guests.
• Proximity to Hotels: Assess the venue’s proximity to nearby accommodations.
• Capacity and Layout: Determine the venue’s capacity, including whether it changes with the addition of a dance floor and whether a dance floor is available.
• Outdoor Space: Inquire about suitable outdoor areas for photographs.

Catering

• Availability: Check if catering is provided or required by the venue.
• External Catering: If allowed, find out if you can bring your own food and if a kitchen is available for use, including any associated costs.

Event Space

• Ceremony and Reception: Ensure there is sufficient space or separate rooms for both the ceremony and reception. Inquire about any additional charges for using both spaces.

Vendors and Coordination

• Preferred Vendors: Ask if the venue has a list of preferred vendors and whether you are required to use them or can bring your own.
• Event Coordination: Determine if there is an on-site event coordinator or if you need to provide your own.

Backup Plans and Policies

• Weather Contingencies: Confirm if the venue has a backup plan for bad weather.
• Cancellation Policy: Understand the venue’s cancellation policy and any additional fees included in the base price.

Food and Beverage

• Minimums and Licenses: Check if there is a food and beverage minimum and whether the venue holds a liquor license. If not, inquire about bringing your own alcohol and whether a bartender is provided or if you need to arrange your own.
• Event Exclusivity: For larger venues, determine if multiple events may be held simultaneously. Also, find out if you need to provide your own event insurance and who your primary contact will be during the planning process.

Facilities and Decor

• Changing Area: Ensure there is a designated space for the bridal party to change and store personal belongings.
• Decorations: Ask about available decorations, any associated costs and whether you can bring your own. Be aware of any restrictions on decoration items such as confetti or rice.
• Cleanup: Clarify your responsibilities for cleanup and whether the venue provides assistance with trash removal and dismantling tables.

Remember, while this list may seem extensive, not all questions may be applicable to your specific event. Venues should be prepared to address your inquiries promptly and professionally.

At Espire Events, we are dedicated to answering all your questions and assisting you in planning a memorable event. Contact us today to tour our new event and banquet facility and meet our exceptional team. We are here to support you every step of the way, making the planning process seamless and enjoyable. QCBN

By Donna Stehower

Donna Stehower is the food and beverage manager at Espire Sports and Espire Events. She is also the owner of Advantage Events. She can be reached at donnas@espiresports.com or advantevents@gmail.com.