Plan ahead when booking a New Year’s Eve party venue.

17/09/2007

If you haven’t already done so, now is the time to book your venue for your London New Year’s Eve party. Here are a few tips to ensure your New Year’s Eve party is successful, memorable and fun.

Firstly, look at your budget. Talk to those who hold the purse strings and ask them how much money you have to spend and can staff members bring guests. Include costs such as hire costs, equipment, staffing, catering, bar hire, entertainment and decorations for the venue. Develop a list of venues from referrals from others and from Internet research. Write a paragraph on each one detailing costs and what they offer so you can easily compare each one.

Get estimates, in writing, from at least three different venues and then visit each one to ensure that it will fit with your requirements.

When you are at the point of booking the venue consider the following:
1.Is the venue available for New Year’s Eve?
2.Is the space big enough for all the guests that will be attending?
3.Do they have on-site catering or will you need to hire your own? Check out the menus they have available first before booking. You may need to cater for people with specific dietary requirements so check that the venue can do this.
4.Ensure they have access to all the facilities for disabled people.
5.Do they have on site entertainment facilities (and the equipment such as a microphone) or will you have to hire your own?
6.Do they have enough tables and seats?
7.Do you need to give them a deposit first to secure the booking?
8.How do they feel about you bringing in your own decorations and putting the up or do they have staff who can help with this?
9.Check that you are able to hire your own entertainment as well, such as a band. They may have noise restrictions that may limit the type of entertainment that you can bring in.
10.Do they have on site parking? If not, know where all the closest public transport is and ensure this information is put in the invitations to staff.

Get a team of interested staff members together to help with the planning. Brainstorm ideas for the New Year’s Eve party venue, make a plan together and work out who will action each task and by when. Have regular meetings to ensure that things are being done on time.

Develop a handy New Year’s Eve party folder with key contact information for suppliers and services, the budget, timeline and ideas for the decorations. In the front keep a list of everything that needs to be done by when and tick them off when they are done. Have a notes section for any other ideas that come up during the course of the planning. And, ensure that you keep this folder in a handy place for next year’s New Year’s Eve party. If the venue you use is a great place then ensure you make a booking early for the next New Year’s Eve party.

Then ensure that everyone in the office knows where the venue is, how to get there and the safest way home. Sometimes a hotel is the best option for safety as guests can stay the night. Put a map and directions in the invitation.

Lastly, ensure you have a Plan B, especially if your venue is outside.

Your venue will either hinder or help to create a successful London New Year’s Eve party. Choose a venue that has a lively and fun atmosphere with lots of services to help you to have an enjoyable and memorable New Year’s Eve party.