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Planning an event means finding the perfect party venue in Rockford but for organizers it’s a task that’s easier said than done. Not only do you have to keep your budget in mind, but other factors like suitability for the event in question, venue management, timelines and even insurance can come into play. Not to mention location, and if the venue itself has all the AV equipment or tools you need for your event.

 

With that in mind, we’ve put together a list of everything you should keep in mind when searching for a venue:

Location

You might think that budget is the first thing you should consider – and don’t get us wrong, it’s definitely up there – but location is just as important. Remember, the cost of the party venue in Rockford won’t matter so much to your guests but they’ll care about how long it takes them to get there. When thinking about location, also think about guests who might be travelling on public transport or other methods of travel. Try to accommodate for as many different situations as possible.

 

Budget

How much money do you have to work with? This isn’t as solid a number as you might think, as venues are happy to negotiate if you’re flexible on timing or are willing to trim some extras. For instance, some venues offer staff to manage audio and visual equipment, but you may not need those. Think about what you need from the venue, what they offer, and try and cut the things you won’t use. It’s also better to start looking for locations as early as possible especially if you’re looking for venues that also perform wedding receptions as those book out fast. And you may even get a discount if you book early and with a sizeable deposit.

 

Layout

When choosing a venue it’s important to consider how you want your event to look and feel, and layout is a big part of that. Consider if you’ll be able to easily move things around and turn the space into something you can own and decorate. Layouts, seating plans and other types of organizational logistics aren’t necessarily supported by every type of location. In any case, you can often save money by organizing these types of details yourself.

 

Catering

Will you require food or any drinks? If so, does the party venue in Rockford have a space where you can serve those, or do they even offer those types of services themselves? Think about whether you need to organize with the catering staff or provide your own, and establish the communication channels that will need to be set up.

It doesn’t matter whether your event is small or large, you may very well need event insurance. Be sure to speak with the venue about any intricacies here, and what insurance the event location itself has.