How do you enhance your event by working with the venue manager?

1 Know your event goals and needs

Before you start looking for venues, you need to have a clear idea of what you want to achieve with your event and what you need from the venue. What is the purpose and theme of your event? How many guests do you expect? What is your budget and timeline? What kind of layout, equipment, catering, and entertainment do you need? Having these answers will help you narrow down your options and communicate your expectations to the venue manager.

2 Research and compare venues

Once you have a list of potential venues, you need to do some research and compare them based on your criteria. You can use online platforms, reviews, referrals, or site visits to gather information about the venues. Some of the aspects you should consider are: location, accessibility, parking, capacity, ambiance, amenities, services, policies, and pricing. You should also check the availability and flexibility of the venues, especially if you have a specific date or time in mind.

3 Negotiate and finalize the contract

After you have selected your preferred venue, you need to negotiate and finalize the contract with the venue manager. The contract should include all the details and terms of your agreement, such as the date, time, duration, deposit, cancellation, payment, liability, insurance, and security. You should also discuss any special requests, modifications, or contingencies that may affect your event. Make sure you read and understand the contract before you sign it and keep a copy for your records.

4 Communicate and coordinate with the venue manager

One of the most important aspects of working with the venue manager is to maintain regular and clear communication and coordination. You should keep the venue manager updated on any changes or issues that may arise during the planning process. You should also confirm the details and logistics of your event with the venue manager before the event day, such as the setup, teardown, catering, entertainment, and staffing. You should also establish a point of contact and a backup plan for the event day in case of any emergencies or problems.

5 Respect and follow the venue rules and regulations

Another way to enhance your event by working with the venue manager is to respect and follow the venue rules and regulations. These rules and regulations are designed to ensure the safety, security, and quality of your event and the venue. They may include restrictions on noise, alcohol, smoking, decorations, catering, or equipment. You should familiarize yourself with these rules and regulations and inform your guests and vendors accordingly. You should also comply with any requests or instructions from the venue manager or staff during your event.

6 Express your appreciation and feedback

Finally, you should express your appreciation and feedback to the venue manager after your event. You can send a thank-you note, a gift, or a testimonial to show your gratitude and recognition for their work and support. You can also provide constructive feedback on what went well and what could be improved for future events. This will help you build a positive and lasting relationship with the venue manager and potentially secure better deals or referrals for your next events.

7 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?