Photo courtesy The Bell Tower on 34th.
When planning a charity event, your goal is to do whatever it takes to raise as much money as possible for your cause. This means one thing: Your guests—also known as the ones who will be opening their wallets— are king! With that in mind, booking the right venue to wine, dine, and entertain your donors is tops on your priority list.
Below is a list of considerations—in no particular order—to keep in mind when choosing where to stage your fund-raising event.
Cost. Everyone knows you can’t raise money without spending money, but that doesn’t mean you should throw thriftiness to the wind and book the most expensive place in town. Shop around for places that fit your budget. You can even ask your top contenders if they’re willing to give you a break on some of the costs in light of the fact that you’re hosting a fund-raiser for a good cause.
What’s included and what isn’t. Think through your entire event and inventory everything you need to make it happen, then create a checklist and take note of what is and isn’t included in the cost of the venue. Ask lots of questions! Do they offer on-site catering? Can you bring in extra tables and/or equipment? Do they provide podiums or projectors? Do any of these extras cost more money? Is there an event coordinator to work with?
Menu options. People gotta eat, and it’s your job to make sure they have plenty of tasty bites to choose from. Scan the menu to make sure the venue offers a range of meat and vegetarian/vegan dishes and a good sampling of sides. Now’s also the time to decide if and how you’re going to serve cocktails and/or before-dinner hors d’oeuvres.
Easy access to parking. Make sure your guests can park easily and that they know how to navigate the parking situation once they get to your venue. Be sure to let folks know if they’ll be expected to pay (although this isn’t ideal, and you should try to work a deal with your venue to avoid it if at all possible). If nearby parking just isn’t possible, arrange a bus service from a nearby meeting spot or organize ride-sharing options.
Proper audio/visual capabilities. Most charity events feature guest speakers, a presentation, and some sort of auction. For these activities to go off seamlessly, you’ll need the proper equipment, particularly a good PA system, microphones, a projection screen, and maybe more. Just be sure you know what you need and that your venue can support it, and do a dry run with the equipment before your event. Don’t forget to ask about lighting and sound capabilities, as well.
Reliable Wi-Fi. Nowadays this is a must. People have to be able to quickly access the Internet, be it to check in with their babysitter or to participate in an online auction.
Size, look, and comfort of the space. Never underestimate the importance of aesthetics when you’re wanting to wow people into big donations. That means a space that fits the mood and vibe of your event and/or organization and one that fits your guests comfortably but isn’t too big, so as to make the turnout look meager, or is too small, cramming the space. Pro tip: Check out the facility’s bathrooms. There should be enough stalls so that your guests don’t have to wait in line and—this goes without saying—they should be clean and well-stocked. There’s nothing worse at a fancy event than inadequate or (shiver!) gross bathrooms.
Location. Where do the majority of your guests hail from? Are you interested in throwing your bash in a particular part of town? Do you want a space that is centrally located, with easy access for the most number of attendees? These are all questions you need to ask yourself when narrowing down a venue location.
Staff. A great party deserves a great staff making it all come together and ensuring guests are kept happy and well-fed. When scoping locations, ask your venue about how well the staff works together and how many experienced servers they have.
Though not exhaustive, this list is a good place to start when planning an amazing charity event venue, but you should never be shy to ask the questions you need to throw a great party.
Remember, thorough planning with careful attention to detail gets the job done. Guests will appreciate the effort and will be happy to show their gratitude by contributing to your cause!