Selecting Vendors: Only the perfect place!

Where you choose to host an event is probably the first and most important decision when planning a party or wedding. Suitable locations range from intimate bed-&-breakfasts to stately mansions and hotels. Many communities rent out large rooms and halls. Wineries are also an excellent venue, although most allow only their wines to be served. Most locations have professionals on staff who can help you with your event planning. Many require a certificate of insurance which relieves the site of liability for any mishaps.

Choosing the Right Location:
The basic criteria for choosing a location is the type and size of event you are having. For weddings, you need to decide if you want the ceremony and reception under the same roof. Some locations require you to use their in-house caterer, while others accommodate the caterer of your choice. While some locations may require a minimal lead time for booking, other more popular venues might not be readily available. Whether or not a location permits amplified music is a consideration, as many event sites are located in residential neighborhoods.

Hosting your event at a location that provides catering takes a major burden off your shoulders. Normal event time for these locations is 4 to 5 hours. Hotels are often busy, particularly on weekends. Drawbacks are the higher price of beverages and the gratuity which can be as high as 19%.

A location without in-house catering gives you more freedom in vendor selection, although the staff can recommend vendors with whom they prefer to work.

Recommendations:

• Find out if the rental price includes tables and chairs, or if you have to rent them separately.
• Check out the changing room. It can be as elaborate as a suite or as common as the ladies room.
• Find out if the location has a dedicated area for dancing. You might have to specifically rent a dance floor.
• Find out about parking facilities. Some locations require valet parking.
• For weddings, find out if throwing rice is permitted. Many locations no longer allow showering the bride and groom with rice or bird seed as many insurance companies consider this dangerous and charge high-risk premiums.
• Learn the schedule of events taking place on the day of your event, especially the number of hours between events so that your vendors have plenty of time for setting up and cleaning up. The location should provide a setup time of 1 to 2 hours and cleanup time of at least 1 hour. Thus, for a 4-hour reception, you might actually need a room for 6 or 7 hours.

Money Matters (General):

• Prices vary according to the day of the week and the season. Saturday is the most expensive day of the week, while Sunday is often somewhat less. Friday evenings are substantially lower during non-holiday times of the year. The month of December and New Year's Eve are always the most expensive dates. However, you can sometimes use the location's Christmas decorations at no extra charge.
• Most locations may charge an additional fee for ceremonies. The fee for the ceremony can be considered an hour of overtime.

Money Matters (Locations with Catering):

• The charge for the location is included in the cost of the food and beverages. There is often a minimum for the bar.
• If the location permits you to bring in your own caterer, a buyout fee may be charged.
• To discourage you from bringing your own wine or liquor, a corkage fee is charged for each bottle.
• If a location prefers working with a specific baker, you may be charged a cake-cutting fee if you decide to use someone else.
• The bill normally includes a gratuity (up to 19%) which is routinely added for parties of more than 6 people.
• A certificate of insurance may be required, which may be available through your home owners' insurance policy, although some insurance companies will not accommodate you if alcohol is served.