7 Things to Consider When Choosing an Event Space or Banquet Hall For Your Next Event
The Ultimate Guide to Finding, and choosing your banquet hall for rent or event venue.
Choosing an event space can be daunting, especially if you’ve never experienced the fascinating, time-consuming, but ultimately rewarding process of booking and hosting an event. It requires a vision, a checklist, and a lot of due diligence. While a variety of events require a different level of preparation, there are fundamental pillars that are key to every event’s success. Whether a celebration, conference, or art gallery, one must consider the following checklist to host a spectacular event.
Location
Have you ever heard of the old adage “location, location, location”? It is true, the location you choose for your venue is an important element in event planning. The location is the first question on everyone’s mind when you host an event. It is a key determinant of if a person will show up or become a no-show. The location can host a plethora of benefits or an insurmountable amount of obstacles for your guest. What makes or breaks a good event space location are the Distance (Can Your Guest Go the Distance), Onsite Visibility, Privacy, and Accessibility.
Distance: How far away is the venue? And How will your guests get there?
The first question for a guest is “Where is the space?” When guests ask this question, they are performing a mental calculation on is the transportation cost worth the event. This mental calculation, I like to call is ”Can Your Guest Go the Distance?” The two main concepts to consider are how will your guests will be traveling and how long will they be traveling.
Understanding how your guest arrives will allow you to plan for their transportation limitations. Different types of transportation have their own limitations. The types of transportation are private and public transportation. The challenge of private transportation is mainly the “covered in how long the guest will be traveling. The challenges of public limitations are they can adhere to predefined schedules like buses and trains or they can be unreliable at the requested time like rideshares or taxis. As a host, if you understand your guest’s transportation method, you can generate creative resolutions for these challenges. A few solutions are providing bus and train routes in advance, booking rideshares, or linking guests together to carpool. I prefer the latter as it can help guests build anticipation of the event and start new friendships. Most hosts neglect how their guests will arrive and focus on the distance of the average guest.
How long will guests be traveling is the next part of the mental calculation. It is all about your guest’s exertion level or effort to show up. The exertion level is all about location convenience. The best way to describe location convenience is to frame it colloquially as “ It’s On The Way” or “It’s Out Of The Way.” Using work as a frame, most people stop at a coffee shop on the way to work. On the other hand, if their job provides coffee, the same person will not go out of their way to get coffee. Depending on the event you have to gauge what is a convenient location and the level of convenience provided. If the majority of your participants are familiar with the area you are hosting the event, the majority of guests will be On the Way. If your event is Out Of The Way, then you have to get creative. If your location is Out Of The Way, the next best incentive you can provide is the proximity to the highway. Unfamiliar territory leads people to go on unexpected adventures so if you find an event space within 10 minutes of the highway, (like Studio 87) the probability of lost guests is almost nullified. Combine the proximity to the highway with Onsite Visibility and your guest will Go the Distance!
Studio 87 is located conveniently 5 minutes outside of the border of Baltimore City, in Dundalk, which is located in Baltimore County. Dundalk is 7 minutes away from Rosedale, 12 minutes away from Essex, the same distance from Middle River, 18 minutes from the Baltimore Inner Harbor, 20 minutes away from Towson and Towson University. It’s the perfect place for small intimate gatherings and social events reachable by driving mainly.
On-site Visibility: How easy is it to see the location of the venue when arriving?
When your GPS says you arrive, are you actually at your location? Have you arrived at your destination, but still do not know where to go? This is where on-site visibility comes into play. On-site Visibility is about providing your guest with a clear message about where they have arrived and where to go. There should be no doubt about where the location is and how to enter the event (unless it is orchestrated as a theme). The best way to send a clear message to your participants is to have the proper signage. Proper signage lets your visitors know they have arrived at the right event and how to enter and exit the venue. Proper signage for onsite visibility includes, but is not limited to a space event sign that can be viewed by the main roads, a logo indicating the specific establishment, and a sign directing the guest to the proper space. These repetitious brand symbol variants allow your guest to accurately find your event through multiple forms of engagement. Take Studio 87’s 360 virtual tour (Created by OpenDoors360) and you will see signage from the main road to the door. Each sign is designed for different levels of visibility while maintaining the cohesive and stylistic choices of the brand. This reinforces the idea to your guest, that they are in the right place.
Studio 87 is visible from the main road via the street sign and on its windows, one displaying art, (currently showing: Do What You Love) and its main entrance window displaying branding information.
Privacy: How private or social will your event be?
When you arrange an event you have to consider the level of privacy required. For example, if you are hosting a wedding reception or producing a photoshoot chances are you do not want unwanted guests wandering into your rental space and ruining or delaying your festivities. The disruption can cast your event in a negative light and waste your guest and your valuable time.
On the other hand, if you organize a pop-up shop or an art gallery, those unwelcome guests can become attractive buyers. The more the merrier. The location of the space can amplify or nullify your privacy based on your needs. Ask the event space owner about foot track and loiterers before you go into great detail about your event. You want an honest opinion before the owner attempts to close the deal. Additionally, note how close the space is to the main road. The estimated time to the main road with the owner’s honest information on foot traffic should allow you to make an informed decision.
Studio 87 is private considering the parking lot can only take 30 vehicles max, there is only 1 entrance and exit so everyone entering can be seen, and there are cameras on the property to catch any unwanted happenings if they should occur.
Accessibility: How much accessibility does the venue have?
Accessibility is all about making sure every guest can comfortably access the event space and amenities at their leisure and convenience. You want every guest to feel like you considered all their needs when they arrive at your event. To achieve this effect you must consider the abilities and capabilities of your visitors. Do any of your guests require special requirements? Can the space accommodate people with disabilities? These questions and others are pertinent in accessing if the space can meet the physical needs of your guest. If the venue cannot provide you with the accessibility required for your guess then you need a new space. Make a list of the guess physical requirements and make sure to check off each item.
At Studio 87, you can park, exit your vehicle, and walk right in. The space is accessible to all guests regardless of their needs.
Amenities
When you envision your event, there is a standard you want to realize. Before you go extravagant you must cover your bases. You may only realize this vision if you have practical amenities. The amenities of the space or the courtesy and features of the space are the necessities needed to host a successful event. This is where due diligence is crucial. It is important to know if the venue is all-inclusive or selective. (Hint: I know we are biased but All-Inclusive event spaces like Studio 87 are better!) While it is up to you to choose the best amenities for your event, here is are the Studio 87 Amenities:
One 12 ft Bar
Kitchen with a Full-Sized Refrigerator
Two Restrooms ( One Baby Change table)
Sound and Visual equipment
Limited Decorations
And much more, you can view them here
Parking
The dreaded parking is another challenge that could make or break your event if it is not addressed. I know what you are thinking, parking shouldn’t be a priority. After all, it’s not part of the main event, right? You are right, but it is a prelude to either a phenomenal experience or a regrettable decision. I prefer the former to prime the guest appropriately. The key tips to consider when thinking about parking are non-complementary vs complimentary parking.
Non Complementary vs Complimentary Parking
There are two types of parking for a venue, non-complementary and complimentary parking. Non Complimentary parking is parking that your guests have to pay and complimentary parking is free parking. When the venue offers non-complementary pricing, your participants want to know the price structure. Is the pricing tiered or hourly? Most importantly how much is parking? In general, non-complimentary parking is not ideal, especially if no unique service comes with the pricing. If there is no valet parking, why am I paying to park? Complimentary parking is preferred, especially if you are hosting an event where you want your guest to pay for a product, like a pop-up shop. If your guests have to pay to park then they will have less money to pay for your merchandise. When your guest hears about free parking, the only question they think of next is where to park. For the host - after determining if parking is non-complementary or complimentary - the next question is about parking options?
Parking Options
Types of parking options are garage parking, street parking, and parking lot. Each option has a different type of traffic flow which you should consider. The traffic flow determines how quickly your guest can enter an event once they arrive. This is critical for events that want to uphold a professional standard like a wedding reception, conference, or career fair. Most people plan the trip to your event, but most people do not plan on how long it will take to park. In reality, it depends on the type of parking option available and the capacity of the parking provided. Let’s start with the first option:
Garage parking is normally non-complementary and has an abundance of incoming and outgoing traffic on each level. Finding a park in the garage can be a journey and the spaces are normally compact to maximize capacity. This is not our favorite, but we prefer it to street parking.
Street parking can be noncomplementary or complimentary. Usually, the parking closer to the event space is non-complementary while parking further away is complimentary. If you park on the main road, the traffic will be consistently flowing and it can be difficult to enter and exit your vehicle. If you park on a side road, you may have a similar issue to a lesser degree.
A parking lot is normally complimentary and you only have traffic flow at the entrances and exits. Parking lots are the easiest to navigate and normally have ample space for parking if they have the right capacity.
Capacity
The parking capacity is how many vehicles will have parking available during your event. Parking Capacity partly determines how many people you can have at your event. The other major determinant for your event capacity is the event space capacity of course, but if you do not provide proper parking, chances are you have a low turnout. At Studio 87, there are 30 complimentary parking spots available in the parking lot.
Accommodations
I know what you are thinking, what is the difference between amenities and accommodation. Earlier in the amenities section, we made sure you covered the bases, now, we will make sure the perks of the space are aligned with your vision of the event. Here we focus on what perks elevate the experience of your event. The perks of an event space normally reside largely under event rentals. Most event hall rentals provide rentals such as tables, chairs and etc. The event rentals could be sold separately or be all-inclusive. (Again All-Inclusive like Studio 87 is best) Whether all-inclusive or sold separately, a host should evaluate the technology standards and the decor flexibility.
Technology Standards
The technology standards can be broken down into simplicity and quality. As a user, you want top-notch quality simple enough for a new user to pick up and operate within 5 minutes. Having top-notch simple equipment decreases the need for vigorous set-up so if any part of your event is behind schedule, “technical difficulties” will not obstruct your event further. A few technologies, we consider paramount for events are the sound system, central air conditioning & heating, and a television. The sound system should have a clear sound, fill the room, and have a BlueTooth option. The central air conditioning & heat should not produce a lot of noise when operating and you should feel the temperature change within a few moments. The television should be downloaded with the latest apps and have a clear picture and sound.
At Studio 87, there is an iPad attached to the wall with Apple Music and Spotify subscriptions connected via Bluetooth to the sound system. There is a new central air conditioning & heating unit that runs efficiently and quietly. Lastly, there is a 65-inch Smart TV that has Netflix, Peacock, and other entertainment apps ready to use.
Decor Flexibility
Decor Flexibility is the part where you bring your vision of the event to life using the space and any accommodations available. The most common and impactful accommodations are the positioning of the tables and chairs. The positioning of the table and chairs in an event hall create a flow pattern. A flow pattern is how your guest will congregate and interact with each other based on the layout. The layout depends on the type of materials provided by the event space or banquet hall. Are you able to bring in throne chairs and 360 photo booths? Will you be able to create balloon garlands or does the venue provide that for you? Will you be hiring an event decorator or will you be doing it yourself?
At Studio 87 the main event space is 1,000sq ft and has an additional 500 sq ft that contains a kitchen and storage space. In the main event space, there is a 12ft bar that provides a natural flow area for your guest to mingle. Additionally, provide with the space is one black 8 ft table, ten black 6ft, two black 4ft tables, and one hundred black fan back folding chairs. We welcome all decorators, mixologists, bartenders, DJs, and vendors who are professional and have been directly hired by the host. We simply ask to be introduced and for them to provide us with their business information. Considering the space available to host an event and the types and amounts of tables and chairs provided, one can imagine the layout arrangements possible.
Cleanliness
Cleanliness has always been a priority, but more so than ever before, the sanitary protocols of an event space have become a major determining factor a host must evaluate earnestly before selecting a venue because guests are increasingly aware of the heightened requirements needed to stay safe while attending events during a pandemic. For the safety of yourself and others, you should inquire about the sanitary standards of the event space and personally check the quality when you walk through the space. The three essentials a host should check for are a Visible Safety & Sanitary Policy, Sanitary Stations, and Ample Clean Restrooms (Smell the Cleanliness).
Visible Safety and Sanitary Policy
When you walk through the space, it is imperative you inspect, the cleanliness of the space. Part of the process is examining the safety and sanitary policy as it is pertinent for the safety of the community, your guest, your space, and yourself that you compare the spaces policy with the current Center for Disease Control and Prevention (CDC) guidelines. Is the event policy in compliance? Furthermore, is the event space in compliance. Visually evaluate the cleaning staff's performance. If there is a cleanliness log you can check, check the log to see how often the space is disinfected. Beyond comparing the policy to CDC guidelines and visually inspecting the space, check out their sanitary stations.
Sanitary Stations
The Sanitary Stations are a key component in maintaining the safety of everyone attending your event. Since the pandemic, sanitary stations include Hand Sanitizer and Complimentary 2-Ply Mask. These two items are essential in preventing the spread of germs and bacteria. Throughout the pandemic, the CDC guidelines have fluctuated with the rise and fall of COVID-19 numbers; however, the sanitary station’s essentials should not change. Particularly, the mask which is a complex topic should be at the discretion of the host and guest. A happy addition to the sanitary station is the air filter. Air filters clear out pathogens so everyone can have clean air. When you inspect the sanitary stations ask if the event space has air filters, Studio 87 does! Additionally, the most used word in our Google reviews is “clean”.
Ample Clean Restrooms (Smell the Cleanliness)
“Smell the cleanliness” is your first impression of the event hall's restroom facilities. When you open the doors what do you smell? Does it smell inviting like Spring or do you have to leave immediately like Autumn? Bathroom facilities are a pet peeve of guests because when nature calls, one must answer; however, if the space is unclean, then it is unsafe to answer the call and an alternative must be found immediately. Beyond the smell does it have everything you need to handle your business? A clean well kept restroom is a friend of all while a grimy, ragged bathroom is the bane of all.
Customer Service
What if all the above is great, but the customer service isn’t? You booked a great space but hosted an awful event because the owner and their staff underperform. While the owner has bamboozled you, your hostess reputation suffers, and your guests have a subpar experience. Nobody wants to be a part of that interaction. Now, great customer service is a whole another bag of fun. The outcome of great customer service makes you and your guest want to repeatedly host events. The avenue to great service is Prompt Communication, Appropriate Advice, and Agreement Accuracy.
Prompt Communication
When you are searching for an event space, one of the best metrics on you can use to measure customer service is prompt communication. Prompt communication is when the owner responds in a timely manner during normal business hours. Do they greet you kindly and welcome your business with metaphorical open arms? If the owner responds promptly to your communication outside of business hours then he is going above and beyond. The beauty of prompt communication is the after-effect. It demonstrates the owner's respect for your patronage and time. When the owner respects your patronage and time, it is a good indicator they will provide appropriate advice.
Appropriate Advice
Appropriate advice is providing the host with enough relevant information to make an informed decision without overly or underselling the space. When you begin your search for an event hall you will have to evaluate many different spaces based on your event requirements. If you provided the owner, with a general idea of your vision, they should be able to highlight the amenities and accommodations that could make your event a success. Additionally, if they had a similar event in the past, they may be able to provide you with insight into what went well and what requires more forethought to achieve. Once you consider the advice of the owner, it times to make a decision and commit to a rental space.
Agreement Accuracy
After you plan your event and commit to space it’s now time to execute your vision. What helps you to realize your vision or utterly shatter your event is the agreement accuracy. Agreement accuracy is all about if the owner meets the standards of the agreement under the conditions outlined. For example, did the owner open up the space on time? Was it cleaned thoroughly? Did they provide all the event rentals mentioned? If the owner upholds the end of the agreement then the rest is in your hands.
Bonus Considerations
Now, that we covered what the event space provides, let’s consider your role in the event planning process. Again your role comes with a plethora of decisions to make. After you consider all of the options mentioned previously, then you need to manage your time effectively. You have to consider when the owner will let you rent the space and factor in the prep and disassemble time in the rental time slot. Additionally, you want to beware of the incidental policy and fees. Understanding the incidental policy will help prevent the owner from keeping your incidental fee. Finally, consider the character and behavior of your guest. Since you are hosting the event you have limited liability for your guest's actions. If your guests violate the policy of the space, then chances are you will be penalized for their actions. If you keep everything we discussed so far in mind, you will host a spectacular event.
CONCLUSION
When hosting an event, there are a lot of things to consider. Hopefully, this isn’t overwhelming but we believe it’s important so that you and your guests can have a great time. When looking for space take into consideration Location, Amenities, Parking, Accommodation, Cleanliness, Customer Service, and a few other things so that you and your guests can have a great time! While you’re at it, make sure to check out Studio 87 located at 7014 German Hill Rd Unit C, Dundalk, MD 21222. We do what we love and we hope you will do the same!
