A list (not exhaustive) of some of the best Venue Finding Tips and Hacks.
A list for when you need a quick sanity check (always a good starting point)!
Just in the order they came into my head for you!
Exclusive use event tips
Is exclusive use expensive?
Not necessarily so, it varies from hotel to hotel and it can be very cost effective. Three things to bear in mind
- if the venue has a Spa or Leisure facilities you will need to check if these are included in the exclusive use fee. When a hotel has private spa membership they may not include exclusive use of those facilities within the fee.
- exclusive use will usually cover a 24hour period so if your event starts at 12midday on day one and ends at 5pm on day two, you may need to negotiate an extension to include midday to 5pm, day two.
- exclusive use will give you use of the hotel’s bars and restaurants so these will become private dining options for your group that may not naturally be available without exclusive use.
Multiple similar events tips
Are there any tips for negotiating rates if I have multiple similar events in one year?
One really good venue finding hack is to use the same hotel chain and negotiate based on multiple events being held at different hotels within the same chain.
Examples would be:
- Alexander Hotels who have Great Fosters, Alexander House, Barnett Hill, etc.
- Exclusive Hotels who have a larger number of properties to include Pennyhill Park, Royal Berkshire, South Lodge, Fanhams Hall, Ansty Hall, etc.
- Signet Hotels who have the Mitre, The Retreat Elcot Park, the Alfriston all in the South and the Barnsdale in Rutland.
Minimum food and beverage spend tips
Is there anything I should bear in mind when a venue quotes minimum food and beverage spend?
A lot of venues for both Corporate Summer parties and Corporate Christmas party events will quote based on minimum food and beverage spend, but what you actually need to know is, based on the venues food and drinks menus:
(a) will you fall short of the minimum spend, if so, you can choose to include more food and drink for your guests or have the venue charge the shortfall balance as room hire.
(b) will you exceed the minimum food and beverage spend even by just including the basic food and beverage offerings to your guests in which case you need to ignore the minimum spend quoted by the venue.
Is service charge and VAT included?
- Service charge is often not included and the percentage can vary so its best to check with each venue.
- The other thing to check with the service charge is whether its quoted as discretionary and also, really importantly, when the venue is looking to add it to the bill!! If full pre-payment of the account is required then you need to decide if you’re happy to include the “discretionary service charge” before the service has been delivered. If you’re happy to then great, if not, then that’s a negotiating point to bear in mind.
- As with the service charge, VAT may not be included but it’s important to check as often you will find that room hire can be quoted plus VAT but the food and beverage menus are inclusive of VAT. Just something to keep an eye on for your overall budget.
Tips for finding alternative large venues for private dining and Christmas events
I’ve looked at all the usual venues and need more options, where else can I consider?
This isn’t necessarily a new hack, it’s one that I’ve been using for a while now, and that’s looking at individual restaurants or hotel restaurant buy-outs.
There are restaurant chains who naturally offer large group buy-outs, ie, exclusive use of the whole restaurant.
Don’t limit yourself to these restaurant chains as its also possible to buy-out hotel restaurants too and these often don’t appear on anyones radar as they are infrequently listed on any search sites and can be gems hidden in plain sight.
Some points to consider particularly with hotel restaurant buy-outs are:
- Check the location of the restaurant within the hotel, if the restaurant is centrally located in an internal courtyard for example, you may need to include/pay for the bedrooms located nearby so as not to incur any noise restrictions, ie, DJ/music curfews..
- Ask the venue if there are any additional fees you may need to be aware of, ie, furniture removal/storage which will be dependant on whether your event is a standing event, seated and/or if the restaurants usual configuration suits your event needs..
- If there are any speeches or awards during your party then the sight lines will need to be checked to make sure they work for your event needs. Restaurants are often designed to create smaller niche, intimate spaces for couples or smaller groups.rather than the open expanse, pillar free space that function rooms more naturally provide.
Let’s get talking …
I specialise in venue’s for events.Tell me what you need venue-wise for your next event and I’ll email you over some amazing options
📮 email: helen@mdem.co.uk
🤙 call, text or WhatsApp : 07831 455206
website: www.mdem.co.uk
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mdem Ltd 