No matter what event you are planning, the venue you decide on could be the difference between success and utter failure. For this reason, many people spend a lot of their event planning time choosing the venue that is going to work for them, with many opting for the classic banquet hall.
Banquet halls have been a long-standing staple for a large event. They are usually located within a reasonable proximity to picturesque scenery and often offer other desirable amenities, such as catering and bar services, access to event planners, and on-site services that other venues don’t provide.
What to Consider When Searching for a Venue
When searching for the perfect banquet hall for your event, there are quite a few elements you need to consider. Although this process can sound a bit intimidating, it doesn’t have to be. Here are the top three essential elements to help you decide if the venue you love is going to cater to all your event needs.
Convenience: Before booking a venue you need to consider how your guests will be coming to your event. You definitely don’t want to end up will a venue that will inconvenience your attendees. Some vital question to consider include:
- Will the event location require your guests to commute?
- Is it possible to host your event in a central, convenient, location?
- Will any guests be coming from an airport? If so, how far is the airport?
To avoid late attendees think about providing them with a mobile event app, like Eventgrabber. Taking advantage of an external media resource will allow you to give guests will maps, directions, parking, and shuttle information without stress or worry.
- Services and Amenities
When thinking about available services you should find out is the location has their catering service? Is there the possibility to use external services or bring your food into the venue? If you do choose to go with a catering service provided by the venue you will need to have a tasting before paying any deposits and make sure you find out about food and beverage minimum purchase rules to make sure there are no hidden costs.
Most banquet halls will provide tables, chairs, and linens for guests on a complimentary basis. Make sure to find out about additional decoration packages that could be available.
Find out if your venue comes with a janitorial service so you don’t have to worry about cleaning up after your event. If they don’t offer this service, you will have to think about rounding up some volunteers to help clean up the venue.
Another factor to keep in mind is whether the venue is equipped with AV equipment or will you have to rent it elsewhere?
Making sure that the venue you rent is fully accessible means that you are giving everyone the chance to participate in your event comfortably. If you know that one or more of your guests require an accessibility feature, ensure that the venue is willing to offer this service for you and your guests.
The best thing you can do is talk to the venue manager, find out how they have served people with accessibility needs in the past, and learn about the other services provided.
Other elements to consider when booking your venue:
- Insurance and liability
- Venue capacity
- Food and beverage minimums
- Event date flexibility
- Layout and flow of traffic
Benefits of Renting a Banquet Hall
When it comes to renting a banquet hall for your next event, you should be aware of some of the pros and cons of your venue of choice. Honestly, despite the few cons, the benefits are endless. The popularity of banquet halls, especially for large events, speaks for itself but here are a few pros to help you, in case you weren’t already convinced:
- Most banquet halls come equipped will all amenities
- Banquet halls often offer catering and bar services
- They set-up and clean for you.
- Banquet halls offer budget-friendly services and are willing to accommodate you at every turn
- They cater to large events with many guests
- Located in a central location with shuttle services and ample parking
Cons of Renting a Banquet Hall
Although there are few cons to all the services and benefits offered by booking an event at a banquet hall, below are the concerns you should consider before booking your event. Luckily, most of these concerns can be cleared by asking the right questions and making sure what you are paying for is clear.
- People often think that banquets are overdone
- Less date flexibility
- In some banquet halls the ceilings may be low
- Banquet halls can be more expensive than other options
- There may be hidden costs
- Due to strict rules, there may be restrictions on how you can decorate
- Banquet halls want you to use their services so there may be restrictions on external vendors
With so many different elements to consider, event planning can be a stressful experience. The good news is that by booking the right venue, these stresses can all but disappear. If you are looking to ensure a successful event, you should without a doubt rent a banquet hall.
About: Rebecca Hill was an event manager at Le Jardin, who has 30 years of experience in hosting Weddings, Rehearsal Dinners, Engagement Parties, and Corporate events.