7 Tips you Must Read Before You Plan a Function!
Booking the perfect function venue for a birthday, corporate gathering or other special occasion can be challenging if you’re not prepared. With so much to consider and plan when it comes to organizing a function, the simplest of oversights can tarnish the night. Below are 7 things you should think about when booking a function venue.
Securing the date:
Quite often function venues are booked well in advance, and in many cases are booked up to a year before the date! There are many factors in the decision to book early and the most crucial is the Function Venue availability. Venues have limited availability for bookings to begin with, as there are only so many highly sought after Friday & Saturday nights in a calendar year.
Limiting factors can also be the set date of the upcoming celebration or function itself. This allows for only a brief window in which to book. By securing your date early, you can notify your guests quickly and with plenty of notice.
Remember – choose the date carefully, check the function venue availability and book early.
Finding the perfect size function venue can be difficult to plan for – after all, you are probably booking well in advance and have no idea how many people will RSVP for the special night. Function rooms can vary in size and scope from the smallest of private areas for intimate gatherings to the largest exclusive function venue for thousands of guests.
When booking a function venue you want to keep it as simple as possible.
First – work out your budget and what you are comfortable spending. This will give you an idea of the amount of people that you can afford to invite within your budget, and therefore the function space you will require.
Most commonly, budgets will allow for guest lists of between 50 and 200 invitees.
Invite guests early, and ask them to RSVP to confirm!
Get the word out, and get it out quickly! As previously mentioned, quite often friends and peers will also be looking at similar dates to your preferred day. By getting the invitations out early you can get confirmations early, beating your party competition to the punch! Event invitations can be as simple as creating a Facebook event (we recommend a closed group!) and inviting your friends and family. Follow this up with printed or physical invitations that can be easily displayed on a fridge or calender. See here for some quirky invitation examples.
Location, location, location!
The perfect location is the sum of many parts. The venue should be close to public transport, have plenty of available parking, and be in a convenient location that lends itself to ongoing celebrations. Transport options nearby, and an inner city venue location helps to tick the boxes.
When booking your corporate function, perhaps look for a local space, where staff can walk from the office easily.
Catering for your guests
Food catering for functions is an important option to consider as a function will usually run over a meal time. Whether it is a corporate breakfast seminar, a kids’ birthday lunch, an engagement cocktail party or sit down formal private dinner; the food is important.
The Function Rooms in Melbourne’s venue’s have various catering options. From platters allocated per head, to sit down options, snacks and desserts.
Drink Packages or Bar Tabs?
Bar Tabs and Beverage Packages each have their own positives and negatives.
On one hand Beverage packages, which are usually charged per head and by an hourly period, are a good way of ensuring that all guests have as many drinks as they would like, while remaining within the set budget that you have prepaid.
On the other hand, not all Beverage Packages include the drinks that all of your guests’ prefers to drink. It is important to factor this into your decisions when selecting a package.
When paying per head, check the cancelation policy, as sometimes you may be charged for people that RSVP’d yet haven’t attended the party.
Bar tabs give you the flexibility of controlling your budget throughout the event, adding to your balance as the function progresses or cutting the tab off when you choose.
You will also have the ability to set the products that you would like to be offered on the bar tab. These options usually include Coffee / Tea / Soft drink options to cater for varying needs.
Music and Entertainment
The music and entertainment for your function sets the mood.
Things you may wish to consider are: AV facilities, microphone, lectern, IPOD input, TV or projector, DJ equipment and more. Preparation is key.
Decorations are a nice touch, but can be a hassle. If decorating the function room yourself, allow 4-6 hours for balloons, streamers, and photos. For smaller Corporate functions, usually 1-2 hours is enough to set tables with paperwork and setup any technology to be used.
Many venues can decorate the space for a small fee, you can employ the use of external professional services or, if time permits, you can come in and do it yourself!
If you have any questions regarding your next function – please contact us