Photos by Gary R. Miller Photography
PerfectParty
Venu
You'll know when you
find "the one."
Roz Keith I Special to the Jewish News
hen a bride finds the right
dress, she just knows it. When
house hunting and you walk
into an open house, you know when you're
home. When looking for just the right recep-
tion venue for your bar or bat mitzvah, wed-
ding or other special occasion, you know
when you've found the one. The energy of the
space speaks to you. The size, the menu, the
pricing, the catering manager, the decor ... it
all screams, "this is the one."
When making the final decision, there
are always going to be your non-negotiables
(things you just can't live without) and the
things you can compromise on.This holds
true for many decisions whether buying
the perfect dress, your new home or book-
ing the venue.
Restaurants are a great resource for
choosing the right venue. Many have private
rooms or can host a party in the dining room
on Sunday afternoons when they are typically
closed. So, if you have a favorite restaurant,
make sure to ask if they do parties. You
might be surprised at what they have to
offer, including flexible pricing and additional
bells and whistles (for little to no cost) that
a traditional banquet space might charge
significantly more for.
Aside from budget, venue environment and
type of space, how do you filter through all
the information and make the right choice
when selecting your reception site? For some,
much of the decision rests on "a gut" reac-
tion about the place, the catering manager,
etc. If you are not a risk taker, and don't feel
confident trusting your instincts, use these
guidelines as a starting point when choosing
a catering/banquet hall or party venue.
Chemistry with the catering manager, sales
director or booking agent: Does her/his
C 18
celebrate!
March
2012
personality seem suited to yours? This is so
important. If you sense friction in the initial
meeting, don't ignore your instincts. It will
not get better with time.
venue has moveable walls, the space is the
space. You are not going to change a room
that seats 200 into a comfortable space for
350.
Responsivenesl
Are your calls and emails being promptly
returned? This is critical — untimely respons-
es are a sure sign right out of the gate that
there will be problems later on.
Is the location clean, well kempt and updat-
ed? If the exterior is crumbling, it's a sign
that this is not a well-cared-for venue. Do
you want your guests pulling up and noticing
chipped and peeling paint, weed infested
landscaping or cracked
How willing is the
and crumbling concrete?
catering manager to
Negotiating Points
Of course not.
adjust menu offerings
Are soft drinks and coffee included
to accommodate any
tanning On A Bolt
with the meal?
budget or dietary
More families today are
•Can we bring in our own dessert?
considerations? If
• planning events on small-
•Are
there
any
discounts
or
coupons
it is not possible to
! er budgets. It is possible
out now that we can take
customize a menu
to have a beautiful affair
advantage of?
or work within your
without spending your
budget (regardless of
child's college fund. Here
•Do you provide linens?
size), then this is not
are some tips for get-
•Will you waive a room fee or
the place for you.
ting more "bang for your
minimum food/beverage charge?
buck" when booking a
•Is the deposit refundable?
party.
Can you imagine
•What is the cancellation policy?
Hotel banquet space
having a successful
offers
a lot for the money;
•When is the balance due?
celebration in the
you don't have to rent
environment offered?
chairs, dishes or linens.
Often there is no room
rental fee, and you can negotiate a good guest
What have you heard? Does the positive
room rate for out-of-town company.
outweigh the negative? Pay attention to
Restaurants often have private party
comments like "poor customer service, ill-
rooms; because it is not their revenue main-
prepared food and inadequate staff." These
stay, many are willing to negotiate price and
are red flags and worthy of further investiga-
details of the event.
tion if, and only if, it's a place that is on the
Don't succumb to the pressure that you
top of your list.
have to book the hottest venue in town. You
will pay a premium, have less negotiating
4pace
power and will likely be treated as one of the
Is it adequate for your needs? Don't try to fit
herd rather than with the respect that your
your event into a space that is too small or
occasion deserves.
not configured the way you'd like. Unless the
Unless you have to have a Saturday
,
evening, consider Sunday parties. Sunday
afternoons and evenings are usually much
less expensive. This applies to the venue as
well as entertainment and other vendors you
might be booking.
Lunch menus offer a more affordable
option than dinner. If it's the place you love
but feel it is a little out of your price range,
don't rule out a mid-day celebration.
Just A Couple OPIVatch Outs"
When a catering manager is unwilling to
negotiate and says, "This is the best we can
do," the message is, "We don't want/need
your business."There is a venue out there for
everyone, so that is your cue to leave and not
come back. Trust your inner voice. If a warn-
ing light starts to flicker at the early stages
of planning, pay attention. You may not even
be able to pinpoint what's bothering you,
but you can be sure that something is not
right. Oh, and one more thing. If you are told
that you "must have a soda bar all night for
the kids," you might want to run in the other
direction. Paying $4 extra per child for the
privilege of letting them pony up to the bar
all night is unnecessary. Most places will
negotiate lemonade, iced tea and soft drinks.
Finally, be upfront about your budget.
Don't assume a venue/restaurant is out of
your price range ... you will be surprised,
especially in this economy, what you can
negotiate for. Remember, be fair; the ban-
quet hall is in the business to make money
but would like to earn your business and
book your event.
One last bit of advice: Don't be afraid to
ask for what you want. Good luck. E
Roz Keith is the owner of PartyPlanningPlus.com and
writes about party tips, tricks and trends. Her blog
can be found on the Jewish News website at
www.thejewishnevvs.com/author/mitzvahplanner.
Email her at Roz@partyplanningplus.com .