- Where do most of my family and friends live?
- How far would they be willing to travel?
- Would my family and friends prefer a city experience? Or would they prefer a resort and a more recreational experience?
Next, start to visualize the atmosphere you want for your event. Is it a captivating marble stone beaux-arts structure, a breathtaking 360-degree panorama view of cresting waves, or does a mansion graced by Persian carpets, crystal chandeliers, silk wall coverings, and 18th century furniture speak to you?
Once you have a vision of the celebration in mind, you’re ready to start looking at locations. But before you start running around to visit venues, do some focused research from inside the comfort of your own computer. The Internet provides the best mechanism for screening sites that might meet your needs and wants. Start with event planning websites like gatheringguide.com and partypop.com, or visit the website of your local convention and visitors bureau. Most locations that host events will have a gallery of photos to showcase their spaces. As they say, a picture is worth a thousand words. And for venues that are looking good, stop to read their words to get as much additional information as possible.
Once you have gone surfing for sites, you need to get up close and personal with your top prospects before making a final decision. There are three fundamental issues that you should focus on as you visit each site you’re interested in.
- Vision. First and foremost, does this venue still fit your vision now that you’re seeing it live? Keep in mind that a site may not look exactly like the photos you saw on the web. An empty room can look drastically different than it did in those online images where it was all decked out with decor. Or if you’re visiting an outdoor site during the ''off season,'' remember that the bare bushes you’re noticing now may be in full bloom by the time the party takes place. In these situations, you will need to use your imagination to envision how the site may look and feel when the finishing touches have been applied.
- Flow. Does the layout of the site allow the event to flow smoothly? If there are multiple elements to the event (e.g., cocktails, followed by dinner, followed by dancing), you want to have an effortless transition with elements of surprise each step of the way. The ideal flow occurs at a site that has separate areas for each segment of the festivities. These areas should be in close proximity with each other to minimize the time you need to proceed from one place to the next, but they should each provide enough privacy to keep guests from gawking at spaces they have yet to occupy.
- Size. Is the site appropriately sized for your group? To determine if a venue can accommodate the anticipated headcount, you need to compare the square footage of their facilities with your space requirements. To calculate the minimum amount of room you’ll need, just multiply your estimated headcount by the following factors for each area of your celebration:
After you have visited all the venues on your list, thoroughly weigh the pros and cons of each. With a carefully chosen site, you are off to a great start in producing a fabulous event that will be enjoyed by everyone.During your site visits, many site sales managers will advise you of the ''capacity'' of their facilities in terms of how many bodies they can hold. However, please understand that these people are in the business of selling space, and their ''capacity'' figures may not take the guests’ comfort into consideration. You should always ask for the square footage of the space.
- Cocktail reception – seven square feet per person
- Dining and dancing together (i.e., a dinner dance) – square feet per person
- Dining only – 10 square feet per person
- Dance floor and band (in separate area from dining) – 5 square feet per person
About the Author
A celebrated events expert with over 25 years of event management experience, Joyce Scardina Becker superlatively leads Events of Distinction, the wedding and special event design company of choice for a Who’s Who list of influential luminaries. Based in San Francisco, Joyce is available to create unique, festive events worldwide. She is the author of Countdown to Your Perfect Wedding, an indispensable week-by-week guide for brides and grooms everywhere, published by St. Martin’s Press. The Founding Director of the Wedding Planner Certificate Program at California State University East Bay, Joyce is a recipient of the ''WESTIE'' award and 3 Esprit Awards from the International Special Events Society and a Gala Award from Special Events Magazine. For more information, call 415-751-0211, email joyce@eventsofdistinction.com, or visit her website at www.eventsofdistinction.com.
