You know that dreaded feeling. The sneaking suspicion in the days leading up to your private event, where fears about forgotten details of your checklist take hold.
Sure, you confirmed the menu, floorplan and entertainment. You locked down AV capabilities and your presenters are ready to go. You have successfully stayed within your budget – so you think.
An event planning checklist is long and detailed. There are vendor contracts with tiny details and last-minute changes. It is easy to convince yourself something will go wrong.
There are some commonly forgotten details that, when overlooked, tend to send event planners into panic mode. To stay prepared, consider the following three event planning challenges and tips:
1. “I forgot about guest parking and everyone is late!”
On-site or valet parking is not always offered with the location of your private event, especially in cities where parking spaces are a true commodity. The downside of neglecting this event planning detail is that guests end up arriving late and stressed from having to search for parking.
Event Planning Tip: Always ask your private event venue about parking. If convenient parking is not offered at the venue, do they offer valet services? A reputable private event venue will assist you with options to provide your guests, offering valet services or suggesting a trusted valet parking vendor or car service. Offering guests alternative modes of transportation in advance, such as cabs or car services, helps to avoid unnecessary issues and start your event properly.
2. “I wasn’t expecting this additional fee, and now I am way over budget!”
One sure way to spend more than your private event budget allows is by neglecting to ask your venue’s event planner about additional room fees, service fees or gratuity. Additional fees may also occur if your event does not start on time and the event extends past the allotted time.
Event Planning Tip: If you forget to ask about additional charges, you could be quite surprised when you see your final bill. When going over pricing with your venue’s planner, you must ask about additional fees upfront. (Also, as noted above, providing parking helps ensure your event does not run past its allotted time due to guests arriving late.)
3. “Another party was using the private event room prior to our event, and now we have no time to set up before guests arrive!”
There is almost nothing more disastrous than having all of your vendors arrive to set up while your private event room is still being occupied by another party. The vendors are going to be frustrated and overwhelmed from having to set up in a hurry, which commonly results in mistakes that could negatively impact your event.
Event Planning Tip: Ask the venue if there is another event scheduled before yours and when this party is expected to vacate the room. This allows you to plan accordingly, and ensures vendors have enough time to set up properly.
Careful planning is truly the only way to avoid these common private event challenges. That is why it is recommended you find a private event venue offering an event planning specialist, who provides support and guidance during the planning process. From parking details to ensuring your event starts and ends on time, she is there every step of the way with you, helping you organize a smooth, flawless event.
Ready to partner with a private event venue that helps you overcome common planning challenges? Schedule a consultation with an event planning specialist at R2L.