Party Venues - How to decide and plan where to host your party. - Detailed information for the most Frequently Asked party hosting questions. .When selecting the perfect venue for your party there are several questions you have to consider: Find out what you need to know...

General

So you've decided to have a party, now the question is WHERE will you have it?  When selecting the perfect venue for your party there are several questions you have to consider:

  • How many people will be attending? 
    • You don't want too much space for your attendance or your party will seem underattended and won't gel.
    • You don't want a space that is too small or your guests will feel crushed!
  • What's your budget? 
    • Can you afford the place you are considering and still fit everything thing else in your budget?
    • An off-site venue may actually be less expensive than a party at home.  Rented spaces typically include many elements of your party (décor, parking, tables, chairs, linens, dishes, glasses, etc.) that you would have to purchase or rent at home.
  • What kind of ambience are you trying to create? 
    • Do you want something small and intimate or grand and formal, or fun and entertaining??
    • Are you looking for a specific type of ambience, such as a Latin flavor or bright amazing colors, or do you want the feel of a candlelit room?  You can find venues that will fit what you are imagining already, without a lot of extra prep on your part!   
  • When are you having your party? 
    • Will your venue be available?
    • Are there any cost consequences?  (Is it less expensive because your event is not occurring during a prime day/time, or vice versa?)
  • Will there be kids? 
    • Will your venue accommodate children? 
    • If you don't want children, is the venue you're considering family friendly where other events occurring at the same time may have children running around?

There are a lot of choices available, both traditional, and untraditional.  Home, a tent in your backyard, a hotel, an entertainment based venue, and outdoor venue, or something completely unexpected - just consider the above questions and go from there!

 

 

Home

Having a party at home has some great advantages.  You don't pay for your party space, you know what you have and what you need, and you have as much time as you require to set up and tear down your party.  However, you're about to invite a lot of people into your personal space, so there are some challenges as well. 

Make sure your home can comfortably accommodate the number of guests you are planning to invite.  Consider square footage, seating, bathrooms, food prep space, and parking.  Can you make improvements to your home to increase your party space?  De-clutter, move/remove furniture, or have an outdoor space to supplement (deck, patio or small tent) - find ways to open your party space and also add additional seating.  Also, consider the type of event you'd like to host.  Your space may not be able to accommodate formal dining for your guests, however, a cocktail party is premised on the idea that your guests stand a lot, so less space is needed per guest.

Here are some general tips for hosting a party at home:

CLEAN EVERYTHING!  Even rooms you don't intend for guests to use - because they're going to snoop or take a wrong turn.  Your home should shine and sparkle - PARTICULARLY your bathrooms and kitchen.  The kitchen is critical as your guests will judge your food based on how clean your kitchen is.  Would you eat a restaurant that had a dirty kitchen?  A couple hours before your party run the vacuum through your space one additional time.

  1. Curb Appeal - prior to your party tidy up your exterior.  Clean up patio furniture, take measures to control mosquitos and bugs, and pretty up the yard and gardens.  Don't mow the lawn within two days of your event though, particularly if you are including outdoor space!  Guests with allergies won't appreciate your efforts.
  2. Plan your lighting.  Indoors (and outdoors if your party will spill onto your deck or patio in the evening).  Good lighting is a key element to a successful party!
  3. Furniture should look nice and be functional.  If you have a chair that has a loose leg, fix it or remove it. 
  4. Don't plan major renovations or improvements to your home before your event.  You'll end up with dust, paint smell, etc. during your party, or, as always seems to happen, your contractor will run over the schedule and you'll be rushing to put your home back together in time for your party!
  5. Where will you put coats?  Rent or buy an inexpensive coat rack and pick up a few hangers. 
  6. Spotlight your house - balloons on the mailbox, fun signage, anything to mark your home as the event site so guests are driving around.
  7. Safety first - if you have a potential hazard in your home - a pool, hot tub, or safety hazard that you are unable to eliminate - secure the areas so that young guests (or guests not paying attention) are not injured.
  8. Pets - lock them in an upstairs room or get them off site for the party.  Barking dogs don't add to ambience, and even the most docile dog can get a little aggressive in the presence of a lot of people.  Tuck cats away as well - they don't typically like crowds and you may have guests with allergies.
  9. If you'll have a lot of people and your party may get a little loud, give the neighbors a heads up.  Consider a simple basket of cookies with a note apologizing in advance for the noise and inconvenience.

 

Hotels

Hotels are sort of the "all inclusive" party venue.  A nice hotel not only has a party space that can be tailored to the size of your event, but also typically has an event planner, as well as vendors that they routinely work with such as caterers, florists, wait staff…  It's a packaged deal that takes a lot of the effort out of the party.  Determine your needs for space, then negotiate your additional elements and costs.  Typically you will have a flat rate per guests based on the services and amenities you receive.   Although some hotels require using their "preferred" caterers, you can still add in your own decorations, music, and entertainment.  Coordinate in advance with your hotel event planner to ensure that your needs are met and there are no issues with what you are planning!

A secondary advantage to a hotel venue is that it also provides accommodations.  Guests who are traveling in from out of town, or local guests who intend on having a little to drink can have a room available on site - and you can negotiate a reduced room rate if your party is on site. 

When creating your party space in a Hotel, keep in mind that you typically can not attach decorations to the walls or ceiling, and you are usually limited to their preferred vendors (specifically, caterers).  Also you will have limited time for set up and tear down.  However, consider the party before/after your event in the Hotel space.  Can you share décor? 

Here's a quick guide when considering a Hotel venue:

  1. Is the Hotel space available on your date and time?
  2. Can you comfortably accommodate your expected guests?
  3. Are there limitations on vendors you can use?
  4. Are there limitations on decorations, staging, lighting and any other unique elements you are planning on?
  5. Are there any restrictions that the Hotel may have that would impact your planned event?  (This would include serving alcohol, including children, type or volume of music, etc.)
  6. What other events are going on during your event time that could impact your enjoyment?  Is there a Bar Mitzvah filled with 13 year old kids next to your adult candlelit romantic Anniversary party? 
  7. What other events are going on before or after your event in your party space?  You may actually be able to coordinate with that event and share costs if you have similar elements, such as flowers and décor.
  8. Get references!  Someone you know, prior Hotel clients, pictures…  And if you are using Hotel vendors do the same!  Have pictures of flower arrangements, décor, linen and table set up, and if the hotel caters, have a tasting to ensure that what's being served is up to your standards and expectations.
  9. Negotiate ALL costs and have them list, up front, any additional fees that can show up.  Ask the hotel what to expect from an event similar to yours, and get everything in writing!!!

 

Tents

Tents are a great way to expand the space you have at home, or to have an event in an outdoors location.  Typically people think of tenting an event only during the temperate months of spring and fall, however, tent technology now makes it possible to tent a party in the hottest, AND coldest weather!  Tents can have windows, a number of rooms, air conditioning, heating, screened in areas… They can be as grand, or as simple as your event requires.  The tent you buy/rent will be a blank slate inside - you can do anything your want to create your Party Picture. 

Tenting isn't just pitching a tent in your backyard - it's a slightly larger production.  Don't make a decision to tent lightly.  There are costs involved, and in many jurisdictions you actually have to get a permit!  Start by having your site inspected before you decide to tent.  If you are in an offsite outdoor venue, ask if they have a location appropriate for tenting, if you are tenting in your backyard, bring in a company to give you a thumbs up and an estimate.  According to David Tutera (the "Party Planner" and the master of creating magnificent tented parties!) you'll need the following tent space per guest:

General Party (formal dining and dancing):  15 - 17 square feet per person

General Party (formal dining, NO dancing):  15 square feet per person

Cocktail Party (no formal seating):  6 feet per person

Tented Ceremony (with seating):  7+ square feet per person plus space for aisles and altars 

Putting up a tent is minor construction.  First, the tent must comply with building codes, then it starts from the ground up - floors, tent, lighting, sound, heating/cooling, ingress/egress…  You'll have rental and labor costs.  Work with your tent team, they are the professionals with expertise in what you need and how to get it done.  Here's a quick guide when considering a tented event:

Can your site accommodate a tent?

  1. Do you have parking available?
  2. Where/how will your food be prepared and served?
  3. What's it going to cost and what's your budget?  Keep in mind not only the cost of the tent, but also lighting, flooring, sound, staging, heating or cooling, as well as the normal rentals such as tables, chairs, place settings, stemware, etc.
  4. Do you have enough power available or will you need a generator?
  5. Do you need a permit?  What do you need to meet the local codes?
  6. Can you have open flame in the tented space?  Consider flame alternatives even if flames are allowed - err on the side of caution with this one!

 

Restaurant/Club

Hosting a party at a favorite Restaurant or Club is a great way to accomplish venue and catering together.  Plus, you may find a Restaurant or Club that has the ambience you are looking for, decreasing your décor needs as well.  This is actually a really cost effective way to host a party.  Consider the location, the cost, and what kind of space can be provided.  Is there a private room, or will you be lumped in with the other diners?  How long can you have the space?  Can you bring in outside entertainment? 

 

Even if you're on a budget, go to your favorite Restaurant or Club and ask for pricing.  Then compare to the costs you incur at home - refreshments/rentals/décor/etc.  You may find that hosting off site at a Restaurant comes out pretty even and it takes a LOT of the hostess duties off your shoulders so that you can enjoy your party!  Here are some tips on hosting in a Restaurant or Club:

Get references.  Even if the normal dining experience is excellent at the Restaurant, that doesn't mean they do groups well. 

  1. Have a tasting.  Typically group events will have limited dining options.  Consult the manager to select a menu.  Have a tasting to sample the items you've selected and check the presentaiton.  Have enough of a variety that each of your guests will find something they love. 
  2. Write a service schedule that provides exact times for menu items to be served.  Work with the manager - they're experience can be a great resource! 
  3. Make sure your space is accessible to all of your guests - whether it's a wheelchair, or guests under 21, make sure the Restaurant or Club can accommodate them. 
  4. Know what the Restaurant or Club can serve.  Some Restaurants don't serve any alcohol, some are limited to beer and wine - plan accordingly.
  5. Have parking arrangements in place before the party.  Don't surprise guests with a valet cost!
  6. Guests shouldn't have costs.  They shouldn't have to pay for parking, for coat checks, for tips, for food or for drinks.  They are your guests - period.
    1. BUT, if you are on a very limited budget, one budget booster that is acceptable is to have beer and wine available, but not liquor.  Guests can pay for liquor beverages from the bar if they want to stray from the beer and wine you've provided.  You'll save a lot in alcohol costs, without being a stingy host.

 

Rented Homes

So, your home won't work, but you like the idea of having an informal casual party in an intimate setting.  Consider renting a home.  You can rent your version a dream home, with all of the bells and whistles - beachfront homes, an estate in the country, an urban loft, even castles and mansions!  You can find rental homes (or even yachts!) available for nightly rental. 

A Rented home provides your venue, but you still have to bring in vendors for catering, entertainment, etc.  Plus, as with your own home, you need to consider space, seating, and the need for rentals such as tables, chairs, linens, place settings, etc.  Budget accordingly!  Here are some tips for a successful event in a Rented home:

What's the capacity of the rented home?  Can it accommodate your event?

  1. Ensure that the rental home has liability and personal injury insurance that covers you and your event!!!!  All your vendors should also have their own insurance coverage!
  2. Make sure amenities are included in your price!  Don't be surprised by clean up costs, electric, parking, etc.
  3. Know the vendor restrictions.  As with a hotel, many rented homes require that you use preferred vendors.
  4. If the space can accommodate multiple events, know what's going on during your weekend.  Ensure you have access before and after your own event.
  5. If there are entertaining items such as china, linens, and place settings available, make sure that you like them and they fit with your décor.

 

Outdoor Spaces

There are some amazing outdoor settings that just beg for  a party.  Beautiful parks, gardens, or even venues like a Zoo - all can be a great venue for a party.  However, there are some items that must be considered to make your outdoor event a success.  Where will guests park?  Where will guests sit?  How will refreshments be prepared, served, and kept hot/cold?  Where will guests use a restroom?  Will there be shade?  Is it the season for biting insects?  If so, how do you control/minimize them?  What happens if it rains? 

With an outdoor space, you must ensure that all of the amenities necessary for a party can be found in your space.  Start by speaking with the manager of the space.  More than likely, events have been hosted there before and they may be able to provide some excellent information and guidance!  Start by breaking down the event into it's smallest components.  Mentally walk through a successful party and visualize each element.  Then determine how you will accomplish each component in your space.

  • Access to the space
  • Parking
  • Coat check
  • Restrooms
  • Seating (casual/cocktail or formal/dining)
  • Electric/Sound
  • Food Prep area
  • Food Serving area
  • Beverage Serving area
  • Cooling/heating food
  • Entertainment
  • Guest Comfort - cooling, heating, shade, bugs, rain
  • Trash