Free Essay

Event Location

In: Business and Management

Submitted By oreke
Words 1143
Pages 5
Deciding the best location for an event is critical to the event’s overall success, choosing a venue can be a daunting process especially as there are so many things to consider in the decision making process.
In the case of Christina’s husband’s birthday party, using the information she provided me, was able to narrow down 3 (three) venues that best suits her needs, using the following as my deciding factor.
Capacity: The number of guest that I was inviting, and the type of party I am planning is key e.g., 40th birthday party, buffet too help determine the size of the venue I require.
Location: Making sure the location is easily accessible for the guest, putting in mind there are parking spaces, good transport links and accommodation nearby worked for me.

Availability: Identifying several possible dates for the party, putting in mind if it was to be held at the weekend, some venues book up very far in advance, if I was working to a tight time scale I may to consider a week day.

Budget= The budget would have a major impact on narrowing down a short list of venues, knowing what the budget is helps not to overstretch oneself on the venue in an effort to impress people, then find you have little left in the kitty to actually make the experience enjoyable for your guest, at this stage I wouldn’t know what the final costs one going to be but the venue will be able to give a rough picture figure per head for certain elements.
It was after using the above to narrow the venues down to three that I took a further step to pay the venue a visit to look at their facilities, function spaces and overall appearance.
After my visit to the 3 venue I question I was able to make my decision after considering the following.

Event Space: Venue A and Venue B, from the reception area, through to the function suite, toilets and other facilities, e.g. bar, music space worked for me, while venue C was coming a bit too big, because it could take up to 500 guest, and I needed to make sure there is enough space for guest to be comfortable, not too big and not to small, and for other equipment one will for example dance floor, small band etc.

Service and Quality: I watched and thought about how I was treated on my visit there, I watched if the staff were professional, polite and helpful, and I took my time to look around the whole event venue in detail, for example at the chairs and table, toilet facilities and general appearance of the venue.

External Suppliers: I went further to find out, if I intend to bring in other suppliers to help create the birthday party I wanted, if they would be flexible enough to allow this. For example, If I want to use birthday decorations on the wall, venue, needed permission from above to know if it was ok to bring anything apart from just the guest coming into the venue.

Catering policy and menu: From past experience I don’t choose a venue based on their menu selection alone. I never assume it will be good as promised, I was able to get venue A.B and C agree to tasting of the menu alternatively, if I decide I want to bring in an external caterer.
I was able to choose venue B as the most suitable location that most suits all of Christina’s needs, going by the information she had provided.

Details of location:

Venue A: the vineyard has two state of the art function rooms, both with their own private bar, to cater for all occasions, one of the function room accommodates 100 – 120 guest and can be used for birthday parties, family occasions, anniversary, social events etc. The function room can be decorated to your liking, meaning that one is allowed to customise their event. Everything can be added from balloons, birthday decorations, table decorations, lighting etc.
If required a small band or DJ can be arranged for the function. A wide variety of food options are also available to host any special occasion from meals to finger good. They operate a child friendly policy, there is disable access to the venue, and there is adequate parking for guest. The venue is stylish, spacious and the environment is beautiful.

Venue B: When it comes to that special occasion or a celebration, to mark a milestone, the church is just a memorable place to throw a party.
The spectacular surrounding together with the ambiance and atmosphere of the church allows any client decide to hold their party here. I went for the cellar x tower area which can accommodate a 100 guest and cater for all types of occasion be it intimates seated meal, lavish group dinner or informal buffet, their qualified chef with work with you to create menus tailor made to suit the clients need.
The unique venue is sure to add the wow factor, Christina’s husband birth day party, the area for a small band to play, is absolutely ideal.
The information desk will be open and available throughout the event in case of an unexpected need arising during the event, the venue is flexible enough to accommodate a few different seating plans if necessary, the venue allows for display necessary signage or banners in and around the venue, also the lights can dim and brighten according to the needs during the course of the event, and finally there is medical help nearby in case of an unforeseen emergency.

Venue C: Cool mine community centre. The community hall is perfect venue to hold an event, in the case of Christina’s needs, it seats 500 with the table, there is more than enough parking space for invited guest the environment is stylish and beautiful, the venue has upscale finished and furnishings, comfortable seating’s, state of the art audio/visual dance floor, space up there is need for a small band to set up, when I went for the site inspection, the manager explained apart from the amenities, after the deposit, I could do the place up as the them permits,
Rental groups are limited to serving alcohol and wine after 12.00am
All alcohol must be served by a licensed caterer.
And additional fee refundable damage will be collected for rental groups serving alcohol.
Guests are welcome to bring their own food and beverages into the community hall. Caterers will be asked to provide a current licence and will be asked to sign a letter of agreement. In all I was able to design on venue as the most satisfying of the 3 Venue, final decision rest on the clients and the price the venues, and the budget of my client.

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