Finding and Reserving a Location for a Party

Location, location, location. In some cases, it can make or break an event. There are so many factors to consider when searching for that perfect party destination. Think about the number of parties you have attended which left you pondering, 'what were they thinking when they chose that place?' You certainly do not want to have your guests wondering that very same thing after they have attended your party.

When selecting your party's location, think of it as a central figure or guest of honor. The location is meant to create atmosphere, and set the tone of the party. Consider movies, if a fitting location with the proper scenery was not used when making a movie, the audience would be confused and uncomfortable because the scenery did not match the storyline. Well, the same is true with a party because, for example, a country-theme wedding with a BBQ catering menu would seem out of place if held at The Plaza Hotel in New York, which is a very chic and elegant venue.

Depending on where you want to host your party, whether in your hometown, a different state, or another country, in order to find suitable and available venues, you must do your homework. Here are some basic guidelines to follow to help you find that perfect setting, and make certain you secure it with a reservation.

• Type of Party. What type of party will you be hosting? A birthday, graduation, engagement, wedding reception, retirement, holiday, valentine, anniversary, or other special occasion, while they have their similarities will require specifics in order for the party to be a success. Will there be a theme to the wedding? This is important to know in selecting a place because you want to be certain management will permit theme decorating, and you want to make sure the location's decor will work with your flourishes.
• Suitable Locations. Depending on your type of party, and what you want your venue to offer, there are numerous possibilities to selecting a location for your party. Typical places chosen for personal, business, and community parties run the gamut from restaurants and hotels to city parks and conference centers. Use your imagination.
• Included or Add-on Services. Determine what additional services your choice of venue provides as part of its package. This would specifically apply to catering, bar/serving staff, music, parking, audio/visual services, and photography. If you are hosting your party at a resort or hotel, you may want to consider working with the Reservations Manager to negotiate a group rate or reserve a block of rooms at a special rate for any of your guests to take advantage. You must know for certain what services are provided by your venue because in many cases if they offer the service, such as catering, they may not permit outside vendors to provide services on their property. Get all the facts.
• Clarify Variables. Any setting that you consider, be certain their property has a main dining hall or private rooms that can accommodate your specific number of guests, as well as anyone else you need to situate in the room, such as photographers, DJ or band, or any required staging area with microphones. Also, confirm the layout of the space to ensure that your guests will be comfortable at their tables, able to maneuver about the room to socialize or dance, and that the acoustics are acceptable so they can hear any speeches or special toasts. Confirm if they require a deposit to hold your event reservation, the amount of any deposit, and when they require the balance due.
• It's a Seasonal Thing. Confirm that your choice venue can accommodate your party during the season it will occur. This is necessary, since some locations can only handle functions that are meant to occur outdoors, like parks.
• Venue Popularity. How popular is your first choice location? It could already be booked months to years in advance. If it is a popular wedding venue, be certain to have several alternates to follow up on because it likely will not be available on your particular date.
• Selection and Reservation. Once you have all the details for your preferred settings, and are certain they are available for your party date, keep in touch with the property managers at each location until you make your decision, but most importantly make your decision very quickly because availability goes quickly. The moment you decide, call your venue's manager and book your event. They may ask for a deposit at this time, which may be required to be placed on a credit card.

Wherever you decide to host your special party, if you write an event plan with all the details of what you need and want your venue to provide or allow in terms of atmosphere and services, there should be no reason why you cannot execute a fabulous party on any budget.