At SERV, we believe that the key to hosting a memorable private event is choosing the right event space. Whether you’re planning a birthday bash, corporate event, or any other private affair, the choice and location of the private event space will set the tone for the entire experience. But with so many options available, how do you actually choose a space that sparks conversation, fosters connections, and brings joy to celebrations?
We know finding the perfect private event space in Kansas City is essential to hosting a seamless and unforgettable experience. To help simplify your search and guide your decision and make the right decision, we’ve compiled the top questions that you should ask about a private venue before booking it.
What Is The Venue’s Capacity?
Your guests are the ones who will make the event a real success. Hence, one of the first things to confirm is whether the venue space can comfortably accommodate all your chosen guests. Doing so is very important, as you don’t want to select a venue space that’s too compact for the guests, making them feel cramped. On the other hand, a venue that’s too large can create an empty atmosphere, making guests feel disconnected and unattended. Thus, ask the following questions:
- Is the venue flexible with guest count?
- What is the maximum capacity?
- Are there restrictions or accommodations for large or small groups?
What Is The Cost And What Does It Include?
In any event planning, budgeting is often one of the most challenging aspects. You’ll need to set a budget that stays within limits while ensuring it covers everything required to ensure the event’s success. Inquire about the cost you would bear to hire the venue space and see whether it falls within your budget. During your conversation about the venue costs, don’t just ask about the base rental price; consider everything that could be added to the final bill.
- Does the rental fee include tables, chairs, and linens?
- Are catering and bar services included, or are they separate?
- What about sound systems, AV equipment, or decorations?
- Is there an additional overtime charge?
What Are The Venue’s Policies And Restrictions?
Each venue has its own set of rules and restrictions. It’s essential to confirm that their policies align with the type of event you’re hosting. Here are some specifics about which you need to inquire about their policies.
- Alcohol: Does the venue have its own bar service? If not, are you allowed to bring your own beverages? Are there any restrictions on serving alcohol at certain times?
- Catering: Do you need to use their in-house catering services? Or can you bring your own catering? How do they handle dietary restrictions or special menu requests?
- Decorations: Are there any restrictions on using confetti or hanging items on the walls?
What Are The Venue’s Availability And Booking Process?
Another key element to consider when planning a private event space is its availability. Popular venues often book up quickly, so it’s best to start your search early. Another thing worth noting is that the venue booking process should also be easy and readily available. So, inquire about the following aspects:
- What is the process for reserving the venue?
- Is there a deposit required?
- When is the final payment due?
- How far in advance can you book the venue?
Is The Venue Accessible And Convenient For Guests?
The event needs to be accessible to all your guests so they can have a great time at the celebration. Your event should be accessible and easily reachable for all guests. Choose an area that’s easily accessible and connected to major transportation options. Here’s what you need to ask before choosing a venue for your private event.
- How close is the venue to major transportation routes?
- Is parking available on-site, or is there nearby parking?
- Is the venue accessible to individuals with disabilities?
- Are there nearby accommodations for out-of-town guests?
What Is The Atmosphere And Vibe Of The Venue?
The kind of atmosphere the venue creates sets the tone for most of the experience that guests enjoy at your event. Whether it’s a sophisticated office event that requires a formal introduction and collaboration opportunities or a fun family gathering, your choice of venue should match the occasion. Ask these questions to understand the feel of the space.
- What is the aesthetic of the venue?
- Does the venue’s style align with the theme of your event?
- Is there flexibility to transform the space to fit your vision?
What Services And Amenities Are Available?
Last but not least, ensure the venue has provisions for all necessary services and amenities to ensure everyone at the event secures a smooth event experience. The venue should provide everything you need to plan and execute your event seamlessly. From entertainment options to proper AV equipment availability, you need to be sure about everything. Here’s what you need to ask for regarding the planning.
- Do they have an event coordinator or on-site manager?
- Is there a sound system, lighting, or audiovisual equipment available?
- What catering options do they provide?
- Are there any additional services, such as event staff, security, or cleaning services?
SERV—The Perfect Event Venue Space For Every Private Event
At SERV, we understand that selecting the right venue can make all the difference in creating a memorable celebration for you. By asking the above questions before booking a private event space, you can ensure that the chosen venue is well-suited to your needs and also fits your needs and budget perfectly.
For those seeking a venue for their private event in Kansas City, please don’t hesitate to contact us. We offer a flexible and welcoming environment for all types of events, whether it’s a corporate meeting, birthday bash, or another special celebration. We can help you plan for an event that exceeds your expectations.