When it comes to successfully running an event location, just having a picturesque venue sometimes isn’t enough. After all, competition is always a factor. Whether they want to host a wedding reception or a family reunion, potential clients are always on the lookout for a venue that will give them the biggest bang for their buck.
Everyone loves a good deal. Whether it’s via a coupon, discount, or specially customized package, most potential clients feel favorably towards venues that allow some wiggle room when it comes to event pricing. For example, if your venue is attached to a hotel, you could offer a discount on rooms to accommodate event guests that are coming from out of town.
Remember to be willing to negotiate with clients during the off-season or non-peak times (such as weekdays). Even if you end up renting your venue out at less than full price, that is still better than having an empty banquet hall.
Whatever the occasion that is being celebrated, every client wants to host an event that is fun and memorable for all who attend. After all, very few guests, if any at all, enjoy being at a party with nothing to do but sit and awkwardly stare at each other. As a result, venue managers can make their location stand out by having desirable add-ons that their competition might not be able to provide.
Ideas include offering a popcorn stand, crepe station, cotton candy maker, soft serve ice cream machine, karaoke system, photo booth, and other crowd-pleasers. For outdoor venues, consider providing equipment for lawn games like bocce ball, badminton, or horseshoes.
Up Front Restrictions, Rules, and Fees
Most events, and especially big ones, can become quite costly. Consequently, the last thing any client wants to deal with is unexpected fees, fines, or conflicts related to their event.
While hashing out the logistics can be time consuming, it is best to be clear about any restrictions and rules associated with renting your event venue. This includes policies such as when the party needs to end by, who is in charge of cleaning up, acceptable noise levels, the payment schedule, and other details.
In general, most serious clients appreciate being informed ahead of time about any potential insurance concerns or local liability laws.
Clear Written Contract
Last, but certainly not least, providing a clear contract establishes your venue as a professional and reliable location. Related in part to being straightforward about restrictions, it is best to always have both parties sign an agreed-upon contract before greenlighting an event.
In addition, don’t forget to provide a copy to the client and keep good records. Whether the event goes perfectly or some unforeseen mishap occurs, a paper contract is not only useful to refer to, but also provides greater peace of mind and protection for both your venue and clients.