How to find a perfect venue for your event

So you've been assigned to organize the company holiday party? It's about that time of year when the planning begins. If you want to leave your co-workers reminiscing about this party for the next year to come, start by choosing the perfect location.

Everyone looks forward to the "company holiday party" as the year draws to a close. It is the one time when everyone can get together and celebrate a year of hard work and just have a good time. Though other party aspects, like the food or DJ may seem more important, it is the venue that sets the mood for the night.

Do some exploring and research before you commit to a location. Go by and check out the venue so you know what you are getting. Pictures on a website can sometimes be misleading, and you don't want an unfortunate shock after you've already made an agreement with the venue.

Living and working in northern Nevada, a casino venue is a common choice, but if you are thinking you'd like to look at some different options, there are still plenty of locations available in the Reno area. There are several special event centers around the city that offer great options for settings. Maybe your company has a favorite restaurant that you could take over for the evening, which would be another great alternative.

Knowing your company's elements and how important it is to choose a venue that fulfills that atmosphere, will help your party become a success. When deciding on a venue, write out the goals that you wish to achieve for your holiday party. Do you want a place that is up-beat, unique and classy? A venue that will assist you with planning and catering?

Your venue should reflect the high standards of your business and be able to accommodate any unique features making your party personal and impressionable.

In the end you want to choose a venue that your employees will marvel over and want to return to for many holiday parties to come.

"Location, location, location" is not a saying reserved for Realtors; it is equally important when it comes to party planning. You don't want to force your co-workers and their families to go far out of their way to attend what is supposed to be a fun event. If you plan on having a bartender, consider indulgent party-goes may need to arrange a ride home, which would be especially inconvenient if your party was in a remote area.

The second detail to consider when choosing your venue is the size. Obviously, it helps to know about how many people will be attending so you can discuss capacity size with venue owners. More of a concern than choosing a venue that is too small is choosing a space so big it feels empty. When planning for a party better to err on the small side, than going into it with a "bigger the better" mentality. It's better to have the room slightly crowded. It makes the setting more intimate and it will automatically feel like a party.

Make planning a bit easier on yourself. Choose a location with a host or liaison to help take care of party preparations, like setting up and decorating. An onsite planner has plenty of experience and can help guide you in making decisions, like whether to have a buffet or plated options, as well as recommend favorites off the menu. As the party comes closer the host can also help take some of the stress of planning off you.

Most locations keep caterers onsite so you don't have to worry about making other arrangements. For holiday parties people typically go for a traditional menu. Before deciding on a venue check to see what food options they have. These details are typically included in the contract you sign with the venue, so if you did want to bring in some sort of food yourself this is something you need to check with the venue host about beforehand. When choosing the food you will have the option between a buffet or plated options, your choice will dictate the tone of the event. A buffet is more informal, where plated options give an air of formaility. It's also a courtesy to arrange vegetarian options for anyone who requests it, so be sure to relay this information to the venue in advance.

Following the food, is of course, drink options. If your company expects alcohol to be present at the company party it is ideal to choose a location that already has a bar in place. If the venue comes with bartenders, consider it bonus points. Also be aware that if the venue does not have a license you may have in issue with liability so be sure to consult your insurance policy.

When choosing a location check to see if there are audio/visual capabilities if having a DJ or band is expected for your party. Even if you aren't having entertainment, it is nice to have music playing in the background, so check to see what your options are.

Once you have considered all the details, size and location, the menu and entertainment options, you are ready to sign a contract. You officially have gotten the ball rolling on planning your event.

Ruthie Collins is the event specialist at The Grove at South Creek. Contact her through www.thegrovereno.com.