Sure, you know you’ll need to pick the right size of a room for your event space and need to pick a menu for the caterer, but these days you’ll likely be asked for things you’ve never considered before.
The event space you choose for your event might have what seems to be unusual requests of you. Here is a heads up on things you might need in order to rent that space for your event.
Most people would assume that the liability insurance comes with the event space. That is not always the case. Many venues will require your company to provide a rider on your business insurance to cover them in the case of a mishap.
The venue might ask you if you’re flexible on the date of your event. If you are planning early enough, you might be. This can save you a lot of money, if you choose a date that the venue would prefer that you use. If your ideal dates fall on a weekend or on a holiday, these could be prime days for the venue. If you can put on your event any time, then choose a discounted day to save a little money. It is the same room in the same wonderful venue, why not save money?
Are there any guests attending your event with special needs? You need to know if any guests will be needing an elevator, wheel chair access or other accommodation for the event space.
Some venues have adequate parking for events and others use overflow parking lots nearby when they have big events. You might be asked how many parking spaces you’ll need.
Keep in mind that renting an event space involves signing a contract. You’ll need to carefully consider everything in that contract. Never assume it is just standard and that you know what is probably in it.
One area you do not want to scrimp is selecting a meeting space. Making certain your event will have everything your attendees need for a comfortable experience will make your event a success.
Your event needs to have an adequate seating area with a public address system, restrooms and an area where people can mingle. Likely, you’ll need a buffet for breakfast, lunch or dinner and plenty of space to eat along with an adequate vendor area. There is one event venue that has the meeting spaces that will give you everything you need to put on a successful event for several hundred attendees.
Villa Ragusa is a beautiful building with numerous rich architectural features and meeting spaces for small groups and over 600 attendees. On-site and off-site catering is available to meet your event’s needs.
When your event needs to have a pleasant atmosphere with a beautiful setting, Villa Ragusa is the one the fits the bill. This is the building you want when having a fundraiser or a corporate meeting for executives.
The balconies that surround the building are available to guests during your meeting for chatting in groups, having cocktails and relaxing while taking in the view of the city. Balconies are a part of all the rental spaces on the 2nd floor at Villa Ragusa.
Out of office meetings can be very inspiring, allowing the ideas to flow. Getting away from the normal confines of the corporate offices and normal meeting places allows attendees to relax and enjoy themselves. The more people they meet, the more creative and productive they become.
Let Villa Ragusa help you host your next corporate event or meet up. Browse our facility page for more information on exactly what we offer and what we can do to help you provide a successful event.
It is easy to make a lot of assumptions about what is included with the event space for your conference, corporation event or private party. However, you cannot assume anything as every event space includes different things. Here is a list of the most often questions that were forgotten to be asked of the venue.
Keep this list of questions in front of you when shopping for an event space for your corporate event. They could save you from a very expensive misunderstanding during your event.
How many hours are allowed by the facility for set-up and break-down for your event?
Is your favorite caterer allowed to cater your event? Most venues will allow only their own in-house catering.
What furniture is provided by the facility?
Is waitstaff included with the rental?
What insurance is required for my event?
Can we bring our own liquor to the event?
Is parking available onsite? Is there a charge to guests?
Are there any other charges such as gratuities, cleaning fees, overtime charges, service fees of any kind?
Are there security guards on the property during our event?
What is the policy for cancellation due to bad weather, earthquakes, or other disasters out of our control?
Are there other less expensive dates available? Many times, venues offer heavily discounted rates for slower times of the week or year.
Is a deposit needed to book the dates or full payment?
Is A/V equipment available? Is a tech onsite in case they are needed?
Villa Ragusa is a very popular venue with various size event spaces to meet corporate and private events up to 650 guests. Contact us to discuss your event.
Shopping for just the right venue for your wedding, corporate event or a social event can be stressful when you don’t know the right questions to ask. The goal is to have the right venue that can handle all of the needs of your event.
You must start with first things first when venue shopping. Write down a list of what you need from this space for your event.
- How many guests to accommodate
- Dance floor
- In-house catering or your own caterer
- Public address system
- Stage for musicians
- Permitted decorations
- Parking lot size
- Is smoking permitted on the grounds
- Availability for your ideal time period
- Discounts for off-peak seasons or days
The room you rent needs to properly accommodate your guest or attendee list. If the room is far too large, it could spell disaster for an event. Too small and people will be very uncomfortable. So, before you start calling, have a very good idea on the guest number. But do ask if adjustments can be made closer to the event date.
Most venues have in-house catering and do not allow any outside caterers to cook and serve food for your event. This is very important if your event is for vegetarians, religious people with special dietary needs or you need to use a specific caterer. Villa Ragusa is one of the very few venues that will allow the licensed caterer of your choice for your event.
It is very easy to forget that your event needs a PA system, dance floor or space for a musician. These items are available with some venues, but not all. Be sure to ask.
Villa Ragusa is a gorgeous building where every event space has an outdoor balcony included. More information is available on our page for facility information.
When selecting a venue for an event, it might seem rather overwhelming, especially if it is a large conference or meeting. But, it doesn’t have to be so stressful. Follow these tips to make getting your event set the easier way.
Selecting a Venue for an Event
The #1 rule when selecting a venue for an event is to plan early. Event venues are booked well in advance for the prime dates and days of the week. If you want your event to take place on the weekend, consider venue shopping a year in advance. Most events book the weekends, especially when those events are wedding.
If you can have your event take place during the week then there are a lot more options. First, you will have fewer problems booking a space for your event, your space will cost a lot less for those non-prime weekdays and it’ll be easier to book the caterer. So, if at all possible, think weekday, not weekend.
Catering can be an issue with many event venues. Most venues will force you to use their catering. If you want to use another caterer, whether they are your favorite or there are special dietary concerns like kosher or halal, that venue isn’t going to work for you. So, make sure you can use your own caterer if need be, even before you see the venue.
Your attendees want convenience and a successful event caters to that convenience. If your participants are from out of town, you’ll want the event to be near the hotels. If they are local, you want the event to be nearer to their homes and places of business.
Villa Ragusa is an event venue that you should visit when you are selecting a venue for an event. We offer outside catering and can accommodate events up to 650 attendees.