The first question that comes to your mind when you are about to throw a birthday party is: WHERE. Planning a rather small and intimate birthday party at your house or backyard would not require you to worry about the venue. But, if this is your kid’s 1st birthday or your father’s 50th, you must be making a list of a good number of guests. With so many guests to accommodate, a suitable venue is of utmost priority. Well of course, when you are calling your guests to some other location, it will be the talk of the town. Thus, you have to choose your venue wisely.
Let us have a deeper look at some of the knacks of picking an appropriate venue for your birthday party.
1. How far is it?
A venue should not be too far from your locality or your town wherever you have decided to throw a party. Calculate the amount of time it would take you to reach there. Besides if you are carrying some things or props of your own, you should reach the venue in advance. Even if your birthday is a local event still you should look out the benefits of booking a banquet hall. But, if your guests are coming from outstation, then a known place would do the trick. Also, consider transportation and traffic of the area where your venue is located. If you are providing invitations to your guests, then laying out the map of the venue would also be helpful.
2. How much space does it have?
Do not choose just on the basis of its backdrop, although it is equally necessary. But, talking about the matter at hand, your venue should have ample space so that you can accommodate a 100 guests under one roof.
If this is some outdoor party, then you need not worry about the seating arrangement. But, for an autumn or winter birthday, when the weather is pretty chilly, an indoor birthday party should be a wise choice. Moreover, having a venue large enough to accommodate all the guests, would comprise of multiple restrooms and parking facilities which you won’t be able to provide at your home.
3. What’s the venue’s stance on catering service?
While you have selected a venue, make sure that the venue has the facility of Birthday Catering. Food is the backbone of any party and with your decided menu, you may even customize the chef’s menu at the location and DIY the foods and drinks easily. Though cake is the show-stopper for every birthday, you may even ask for some Custom cakes as well. Look out for their specialty by asking them to prepare the cakes as per your theme.
While going for a catering service, make sure that you are aware of the price of each and every food. The catering service is equally responsible for the table-top arrangement. A nicely folded napkin and the placing of cutlery is equally impactful when you are planning to throw a dashing birthday party.
4. Will they provide a Party Planner?
Most of the party venues these days provide an event planner who will accompany and advice you at every step of your planning. Besides, if you are a novice in party planning and that too for such a large scale then having a party planner beside you would prove to be of much help.
Party planners are highly experienced and can give your ideas the perfect shape. You may convey and share your opinions and let him execute the decoration with his professional touch. An event planner can also help you with your budget. If you are on a limited budget, then planning for some extravaganza won’t be wise. But, he might bring out the best out of your prescribed budget as well.
5. What about the Birthday Party Decoration?
Just like the food and napkin affects the event’s reputation, the same goes with the decoration. A party without decoration is like an empty shell. Decoration brings about liveliness inside a party.
Nowadays it’s not just about balloons and a “Happy Birthday” sign that can suffice the decoration. Plenty of quirky ideas have been introduced time and again to create a more vibrant environment in a party. The venues today have efficient event planners who can enrich your venue with the likeable entities seen in a party. You may even customize something special and dedicate it to the Birthday Girl/Boy.
A decoration of a venue comprises of different levels. It might include the decoration of the buffet table or a special focal point as well. Some people are more enthusiastic about decorating the entire room or garden or wherever they are about to host.
6. How good is the Parking Facility?
When you have to take in so many guests under one roof, then having an expansive parking facility is a must. Check if your selected venue has a parking lot or valet parking facility?
A venue with such a huge parking facility is a dream because parking for 100 cars just doesn’t seem plausible. For this, you may help out your guests by hiring some multi-parking facility or nearby parking area of others.
7. How is the venue going to handle your Entertainment?
When planning a birthday, do not forget to include some entertainment and fun activities for your guests. If yours is an outdoor party, then have a look at some of the outdoor ideas such as bouncy castles etc.
But, if this is going to be an indoor party, then ask your venue about the type of entertainment they are going to provide. Choose your games intelligently by involving all age groups.
How could you ignore the kids even if this is your grandfather’s birthday? If you have organized a theme, you may orchestrate your games according to it.
8. Will it provide you with all the Required Services?
The modern birthday parties are not just about cakes, gifts, and décor. Ask your venue whether it has an in-house catering service. There are many venues that are in partnership with some outside food vendors.
You should also make sure that the venue has a sound system, audio-visual equipment, tables, chairs and all other amenities that should be part of their event planning service. Asking about these things can save you a lot of money from outsourcing the caterers, games, and any other technical installations.
9. How much is the Cost?
While booking a venue for your occasion, handle your cost issue at first. It would be huge chaos if you have to go into debt for your birthday. Choose the venue which is affordable and has a pleasant backdrop.
Organizing your party at some uptown location can really mess with your pre-defined budget. Don’t pick some over the large venue that can accommodate 500 guests when it is just a matter of 80 guests for you.
10. What kind of Shared or Private space is provided?
A private space is definitely preferable over a shared space since it keeps the intimacy of the occasion intact.
If you go with a shared space option, then you are definitely going to face some interference from the unknown party who are also celebrating over there.
11. What will be the Seating Layout?
Since this, your birthday party, having a theatre style seating would not do at all. Have a look at the floor space of your chosen venue and check whether a banquet style, cabaret style or a family style sitting arrangement would be perfect for you.
If you have to save some space for your dance and DJ, try to avoid too many tables and set up an alternate arrangement that will take less space.
12. What is the Ambience of the Venue?
When you are organizing a birthday party, ambience is one of the crucial factors that you have to consider in earnest. For a summer or spring birthday, an outdoor venue would be great if you are planning to have an evening event.
For a winter birthday party, having an indoor venue arrangement would be a better choice as you cannot just let your guests shiver in this cold!
But, an outdoor venue for a day event is preferable for a winter birthday party as well.
13. Did they have good Acoustics or not?
Acoustic is related to the sound and music which is a necessary part of any party. It is important because your ears are sensitive and precious and you really not to harm them. So it is really important to check whether the speakers are in good condition or not. And the acoustics are not going out and disturbing the neighbourhood or the other people.
14. Are you Flexible with your Venue?
Having an outdoor party in a rainy season would prove disastrous if you don’t have an alternative for your guests. With the accessibility of both indoor and outdoor, you don’t have to worry about the weather if it tries to dampen your outdoor plans.
15. Is your Venue Available?
Do not make this disastrous mistake of assuming that your venue is reserved when it is already booked by someone else for the day. Check out that the venue is available and then make the prior arrangement. If possible you may choose some locations out of your locality if you have plans to throw the party at any other venue.
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