Special Events: Find a Place, Get Comfortable

In planning your next special event, remember the facility you choose can make or break your event. Use your imagination to choose a facility that will advance your theme and provide additional incentive to attend. Take advantage of the lure of a place that is not open to the general public. An invitation to the chancellor's home is a draw on most campuses. So is an invitation to a grand private home or club.

When choosing a facility, think first of the purpose of your gathering. Make a list of facilities on your campus and in your area that might meet your needs; then do some research.

Schedule an appointment and visit each site. As the facility's manager about the capacity for the type of function you are considering; what auxiliary services are available; and what provisions need to be made for food service; parking, and security.

Some places require that you use their personnel and services; others have none available; and still others have a list of approved vendors from which you must choose. Ask about rental rates, availability, and time for setup if you need it. Be certain to see the rooms you will actually be using, not a "typical" room. Initiating a face-to-face relationship with the facility manager and staff will also help you get better service as you go through the planning and execution of your own event.

Each facility has a personality conducive to certain types of events. Don't try to stage an elegant black-tie gala in a broken-down gymnasium. Similarly, don't invite guests to the country club and serve a luncheon of jumbo shrimp and expensive wine when you are trying to communicate the university's budget crisis.

The tone of your event-the setting and presentation-must be consistent with its purpose. Don't undercut your message with confusing inconsistencies.

"Find a Place, Get Comfortable" is an excerpt from Special Events: Planning for Success by April L. Harris, published by CASE.