Choosing the right venue isn’t a matter of just looking at one and deciding if it’s pretty enough. There are many factors that need to be considered carefully…
> Guest Capacity (min & max)
> Location
> Features & Amenities
> Service Standards & Catering
> Quality
> Reputation & Branding
> Price & Value
> Permits, Licenses & Insurances
> Availability & Exclusivity
These items in a venue, in the correct balance, should become the foundation upon which all of the rest of your detailed Formal plans will be built. Get this wrong from the start and you could be in for a disaster, either during the planning stages, or on the night when it's too late.
Of all the venues in Sydney actively seeking business from the School Formal market, only a few pass the tough criteria neccessary to be considered "Prestige". It’s no wonder that the ones that achieve this are also the most desired Formal venues in the city. Almost all of them are only available to be booked through "Authorised Venue Agents" (like Prom Night Events), which means you can’t book them any other way.
Once you're booked at a prestige venue, all of the items on the list above SHOULD be ticked straight away.
Some “Budget” venues make promises they don’t put in writing, just to get your booking. Then unpleasant surprises take place on the night when it’s too late to do anything about it.
In order to help you to avoid such venues, we've prepared a list of the things that you should ask any prospective venue, and get the correct answers before signing any contracts or paying any deposits.
1/ That you won’t have to share any function space or service staff with any other event taking place at the same time.
Often, budget venues will place 2 and 3 events side by side with petition walls in between and you'll have to share common areas like lobbys and toilets with events like Xmas parties or Uni Balls.
Balls. Staff that need to service several events at once will be stretched and standards will drop.
2/ That you will receive precisely the menu items that you requested.
Budget venues sometimes blame suppliers or make other excuses for why you got fish fingers when you paid for shrimp cocktails.
3/ That your Formal will be placed in the original function room you booked.
If they get a better offer, you could get "bumped" to a smaller or less comfortable space. Check those contract clauses!
4/ That your Formal will run for the precise times that you agreed to.
You don't want to be rushed out the door when the staff want to go home.
5/ That every inclusion that was promised is delivered as it was promised.
Make certain that in the quote and in the contract that all minute details match up about things like how many security guards, how long the DJ will play, how many helium balloons and drill right down into specifics.
6/ That your agreed guest minimums and ticket price will never change.
Some budget venues will have a plethora of hidden fees and charges so make them declare everything up front.
7/ That you will never have to pay a bond or a damage security payment.
Any venue that insists on a damage bond should make you suspicious about their level of insurance. They SHOULD be fully covered, negating the need for a bond.
8/ That they don't insist on a minimum attendance by either Teachers or Parents.
If they offer free tickets to school staff, or insist that a certain number of adults attend, alarm bells should be ringing. In such cases, they may be expecting you to take on the roles of security guards, which is not only unethical but completely illegal. If you see this condition, run!
9/ That every worker at your Prom is checked by Police to be fit & proper.
The "Working with Children" check, in NSW or equivalent in other states, is mandatory. They SHOULD be compliant.
10/ That your Formal will be covered by Millions worth of Insurances and all the proper licenses & permits in place.
If this important step is missed, the event itself could end up being an illegal and uninsured one and any problems that come up would leave a liability mess.
Following this simple checklist will help separate the bona-fides from the dodgys and get you to a list of venues that would each be suitable.
Best of luck, and enjoy a safe Formal!
The perfect venue isn't only about the location, it's also about what's in the package, and more importantly, what's not!
Here's a helpful video from Prom Night Events that offers some insight
Page 8 PROM Magazine August 2013
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