Things to Consider When Booking a Non-Traditional Venue

/in /by

When planning an event, there are several reasons to choose a non-traditional venue. Often times we choose a non-traditional venue due to a lack of traditional space in Charlotte that can accommodate more than 250 guests. Atmosphere and availability have also sent us in search of new, unique spaces.

Buyer Beware

Choosing a space that is not equipped for events can be exciting and opportunistic; however, it often comes with hidden challenges. Choosing an empty warehouse for an event means no rules – the sky is the limit! And you were probably able to get it for a steal. But not so fast – you got it at a steal for a reason. All that money you saved is most likely on its way back out to pay for all the missing elements in your new venue space.

From the Ground Up

What is your potential venue lacking? Most likely restrooms. A restroom trailer, attendants and a water source will need to be secured. If your space does happen to have restrooms, it’s most likely lacking in the restroom amenities such as toilet paper, paper towels, soap, and in some cases mirrors. And don’t forget to have the water turned on.

A space not typically used for events will likely require a thorough cleaning. This means hiring a cleaning company to come in pre-event and to clean up post event in order to leave the venue as you found it – or better.

What kind of shape is the venue in? Does it need a down and dirty paint job? Are there holes in the ceiling that might not be noticed except during a rainstorm?

Does it have HVAC? Don’t forget that HVAC requires fuel and generators. Does the space have adequate power for catering needs as well as audio visual requirements? If the answer is no, add a couple more generators to that budget list.

Most empty warehouses are not equipped with top of the line locks. Hire overnight security to keep watch on a multi-day set up. The security will cost a lot less than the replacement fees for all the audio visual equipment.

Rules, Regulations & More

Installing tech equipment in an airport hangar.

What is the occupancy code for the building? Is it even coded? If it isn’t coded to have a large number of guests, submitting an event floor plan to the fire marshal is required. In Charlotte, it’s a requirement to have at least (2) egresses for up to 199 guests and 3 egresses for 200-499 guests and so on. Make sure to check with your local Fire Marshal for your local requirements. And keep in mind, roll up doors don’t always count.

One of the non-traditional venues we used in the past wasn’t coded for enough guests because it didn’t have a voice activated fire alarm system. As you can imagine, this was a pricey installation.

Empty, non-event spaces probably do not have the traditional items such as chairs, tables, stages, podiums and lighting. It likely won’t have a kitchen either. Depending on your event menu, erecting a catering kitchen can be costly. Warmers, ovens, grills, cooling units and prep space add up fast.

While unique venues are exciting, beware of the challenges that await you. Don’t let the unknowns scare you from choosing these types of spaces, but rather be prepared and catch the problems on the front end. And for those problems that surprise you, consider building a contingency into your budget to allow you to address them.

Consider a Non-Traditional Venue

/in /by

Event Sites: Consider a non-traditional venue

An increasingly popular event site is the non-traditional venue.  Choosing a venue for an event is one of the most important decisions in the event planning process. It can influence the energy in the room, the event’s performance, not to mention the budget and logistics.

While there are the tried and true traditional hotel/conference center options, a non-traditional venue, such as a gothic church, barn, or museum are increasingly popular, and with good reason – they provide attendees and guests with a truly unique experience, ignite conversation, and usually offer the choice of bringing in your preferred rental partners.

After fleshing out the event details and requirements, you can begin your search for an unconventional space to meet your needs. The McColl Center for Art and Innovation, located in uptown Charlotte, NC, is a great example, having just recently become available to rent. This neo-Gothic former church provides a fresh, unique space with edge and excitement for corporate events, non-profit fundraisers, holiday parties and more. With a revolving display of work by the Artists-in-Residence, a convenient location with free parking, and large, open space featuring warm brick walls and high, beamed ceilings, this architectural treasure offers a one of a kind guest experience for both intimate and large scale events.

The bottom line: choosing a unique venue for your event will complement and enhance the purpose and energy you are striving for. There are many exciting options available that will work logistically and within your budget.

6 Venue Clauses That are More Important Than You Think

/in /by

Venue contracts vary from location to location. Often, the larger the venue, the bigger the contract, while one page contracts are common for smaller spaces. Some non-traditional venues don’t even have contracts. No matter the size of the contract, it’s important to remember that all contracts are negotiable.

We aren’t attorneys and don’t give legal advice, but here are a few things we look for in contracts:

  1. Policies and Procedures: Convention centers and hotels usually have a line that says something like “I agree to abide by the polices and procedures as described on the Policies and Procedures document”. It is important to receive a copy of that document. Many times that document details out additional fees or requirements that are required when holding an event. Fees could include security or chef charges. It might also address power limitations or time limits that aren’t spelled out in the contract.
  2. Music License: Often in fine print, there is sometimes a line that reads, “Lessee agrees to purchase all music licenses”. Any time copyrighted music is played (for any reason), the organization is required to have a music license. It doesn’t matter if the music is played by a dj or an ipod, the license is still required.
  3. Condition of Premises: This is an add-in clause that says that at your event, the venue will be in the same condition or better at the time of contracting. This is especially important when the contract time is for a long period of time. Venues can change owners, go under construction, or undergo a natural disaster, all of which could alter the original condition.
  4. Food and Beverage minimum: This is the minimum financial spend in food and beverage not including tax and service charges. Getting this as low as possible is ideal. Events change. Attendees decrease. Things happen.
  5. Audit Clause: Another add-in clause. If beverages are being purchased on consumption, it is fiscally prudent to count the bottles at the end of the night to ensure you are only be charged for what was consumed.
  6. Non-compete: Most people are familiar with the employment non-compete. This one is a slightly different, but serves a similar purpose. Many industries don’t want competing companies holding meetings/events at the same property at the same time. If this is an important issue, it is imperative to add language into the contract.

Is Venue Selection Really That Important?

/in /by

Ever heard someone say, “It’s no big deal, let’s just have the event at the museum uptown”? Don’t be among the many event hosts or planners that make this common mistake. Venue selection can make or break your event. Here are 4 key reasons why venue selection is critical to the success of your event.

  1. How many times in the past year has your guest been to the venue you are considering? Don’t get caught sending an invitation to someone who has had five other invitations come across their desk for a similar event at the same venue. Choose something more unique that piques the guests’ interest rather than reminding them of another long redundant evening.
  1. Consider your budget. When your budget is limited, it is important to make sure that your venue provides optimum value. Every dollar counts and extra money spent on chairs, tables, linens, audio visual support, air conditioning, heat, etc. can be draining to a small budget.
  1. Consider the style of your event. It’s our belief that most any space can be turned into the perfect venue with a little bit of vision and creativity. However, some spaces are better suited for specific event themes. Avoid choosing a venue that is counter-productive to your theme or event style.
  1. What is your headcount? Don’t assume that you can fudge on the numbers. Filling the venue to capacity with guests on top of added elements such as staging, food tables and a band can make for a very congested and uncomfortable evening for your guests. On the flip side, avoid using a venue that fits 1000 people when you only have 100 guests. You don’t want your event to feel empty.

5 Hidden Venue Costs

/in /by

5 Hidden Venue CostsEach venue comes with its own rules and regulations. It’s important to read the fine print before deciding on a venue and signing a contract. Most of these can be negotiated in the contract phase, but you want to make sure you ask the right questions and budget for any costs you may incur. No one likes surprises when the bill arrives. The most common hidden costs are:

Exclusive Vendors and Buyouts

Some venues will have exclusive vendors. You will have to select from this list. In some cases you can purchase a buyout and bring in your own caterer, but it will cost you. Sometimes the fee is nominal and other times it can be cost prohibitive. This can usually be negotiated in your favor.

Security and Freight Elevators

Freight elevators need to be reserved in the contract phase. The cost you incur is for the labor to run the elevators. Most venues will require you to use their in-house company to run the elevator during your load in and load out process. Keeping the load in and load out time as efficient as possible can save you money!

Cake Cutting Fee

Cakes are a great addition to an event, but if you want to bring in your own pastry team it can cost you big time! Not only will you have to purchase the cake, but also pay a server to cut the cake. Costs can range from $2 a slice to $5 a slice. Depending on the venue, it may be better to source the cake in-house eliminate this cost.

Corkage Fee

Some venues will let you bring in your own wine. This is important to any non-profit that would like the wine donated. The facility could charge you a corkage fee to serve the beverages brought in. This will be charged per bottle unless you can negotiate a flat rate. 

Furniture Removal and Relocation

Most rooms in a venue are free of existing furnishings, but some will have furniture in the room for day-to-day use. This is prevalent in country clubs, museums, hotel lobbies and non-traditional venues. If furniture needs to be removed or adjusted, they may charge you. Charges can be based on time, amount of furniture or flat rate. This fee can be waved if you ask, but more than likely they will not let you move it on your own.