Booking a venue is an essential part of any event. While some aspects of booking a space for your event seem obvious, such as the date of your event being available, there are other essential details that are easily overlooked.
The location of the venue is essential. Is the location beautiful? Does it provide a variety of activities for your guests? Is it close to other activities associated with the event, including the hotel? Is it easy to locate and access for those who may be unfamiliar with the area? In addition, for an Aspen event venue, is the venue easily accessible via the public transit system or is parking available and, if so, at what cost?
Not only should the venue have the space to accommodate all of your guests per the fire code, it should be able to accommodate them comfortably. In addition to the number of people attending your event, capacity also includes activities that take up space such as a dance floor, banquet tables, and seating.
CATERING & MENU
Event venues will either provide in-house catering or allow licensed caterers to cater events in the space. Review catering options, browse the menu, discuss dietary needs such as vegetarian and gluten-free meal options, ask about additional fees including any additional cost to bring in an outside caterer, and schedule a tasting to ensure that the catering meets your quality requirements.
What amenities does your event require and does the venue provide them? Business meetings may require flip charts and wifi, while dinner parties benefit from a sound system and music of your choice.
A sparse event space is fine for a business meeting, but an engagement party or intimate dinner for two requires a romantic and beautiful space, beyond simple decorations. Visit the event in person if possible, or request photos of the space, to ensure that the ambiance reflects the mood of your event. Inquire about any additional charges for decor.
EXCELLENT SERVICE & PERSONALIZED ATTENTION
Even the most beautiful, perfect event space isn’t enough without excellent service and personalized attention. A great event space will have staff that attends to every detail to ensure the success of your event and the comfort of your guests. Be sure that every detail of your event is included in the contract and completed to your specifications.