Venue Tours – How to Prepare and What to Expect
Yay, you’ve decided to host an event! Now, you are probably wondering what steps to take first in your planning journey. The first thing to do is to decide on a time of year (or select 2-3 top dates) to host your party and determine what your estimated guest count is. These two details are important, as each vendor you connect with will ask these two questions. Next, you will want to decide where you want to host your event. Event venues come in many sizes, shapes, locations, and styles which can make choosing one kind of tricky! Before looking up venues in your area, consider the following:
How far will be guests be willing to travel? If most of them will be traveling a long distance anyways, this may not necessarily matter. Though if the majority of guests are from one area, you may want to choose a venue in that area vs. one across the state.
What theme or style do I want for my event? When most people think of themes, they think of “big” themes (masquerade, denim and diamonds, Wizard of Oz, etc). But that isn’t always the case — it can be as simple as knowing you want a blush and white color scheme with rustic decor, or a candlelit dinner where everyone wears a long dress or tux. The first may be more suitable for an outdoor venue or barn while the second may fit better in a ballroom or urban space.
Do I want an indoor or outdoor venue? If you are hosting a winter event (this is why we recommend settling on a season/date prior to your venue search) than an outdoor venue in Oregon may not be the best choice. If your event is in August, you may want to consider an outdoor venue that has room for a tent if needed (For a “Plan B” rain-plan, or if you want to set one up for shade).
Will I need a separate space for cocktail hour? Some venues have multiple event spaces that you can use for a variety of things, while others may need what is called a “room flip”. This is common for weddings — the guests move to a second room for cocktail hour while the ceremony area is transformed into the reception space. Some venues only have one space, in which case you may need to set-up half of the room for one purpose and the other half for another (or in the case of weddings, maybe have guests sit at their tables during the ceremony).
What do I want to be included with the venue for my determined venue budget? Some venues are a completely blank canvas — you rent just space and bring in your own decor, tables, chairs, etc. In the case of many outdoor venues, you may also need to bring in a restroom trailer or mobile suite for getting ready in. Other venues are all-inclusive and offer everything in one package — tables, chairs, decor, catering, etc. Another thing to keep in mind here is the hours included in the rental — some venues are hourly, some have a venue rental period that doesn’t include set-up/tear down, and some require that set-up and teardown occur within your venue rental period.
Alright, now you have established what you are looking for in a venue and can begin your search! Since you have found yourself here on the Leftbank Annex website, I am assuming you are looking for an indoor venue in the Portland area with great lighting and lots of space. When you arrive for your tour we will start off by gathering a few basic details about your event; your guest count, event type, an idea of your timeline and flow, etc. From there, we will wander through both levels and give examples of how each space and area within it would work best for your party. We will also go over what’s included in the rental, in-house add-on options, parking availability, and our food/beverage guidelines.
While we are chatting, you are welcome to ask us any questions! Below are some questions that would be good to ask our venue team and others you are touring.
Are there any decor restrictions? Some venues allow confetti and glitter, while others do not. Others are bound by fire marshal rules (such as ourselves) and require that candle flames be within a vessel of some sort. If you’re hosting a wedding, don’t forget to mention your grand exit plans! Some venues have restrictions against sparklers, faux flower petals, etc so it is good to ask ahead of time.
Do have an exclusive or preferred vendor list? At Leftbank Annex, our catering list is exclusive (we have 9 top caterers on our list!) though you are welcome to bring in any other vendor of your choosing. Some venues have an all-inclusive package where you pay one price and it includes a venue picked photographer, cake, florist, etc. Other venues leave it completely up to you!
How long is the venue rental for and what is the latest we can stay? If a venue notes that they have a 8-hour event or rental period, be sure to clarify exactly what that means. Some allow your event itself to be 8-hours but you have the whole day to set up. Others require that set-up, the event, and teardown all happen within that time period. They may have a “must be wrapped up by” time as well, so you will want to check on that.
Will there be someone on site during my event? This is an important one, especially right now as OHA COVID-19 guidelines do require that a venue person be onsite during events. Outside of the pandemic, it is also important as some venues have a house manager/venue coordinator onsite while others have a full-on day of coordinator. Be sure to note exactly what duties this person will be in charge of during the event.
What are your event insurance requirements? Many venues require that you purchase general liability event insurance, though their requirements may vary. Be sure to ask if there is a certain amount or items that should be listed.
Bonus for Outdoor Venues - What rain-plan options are available? Since we do live in Oregon, rain is always a possibility. If your venue has a covered area available or a canopy on-site you will want to ask if the use of these are included or if it would be an additional cost. If your venue doesn’t have a covered option, you may want to consider reaching out to an event rental company to put a canopy on hold (many in our area have specific “Rain Plan” cancelation policies).
We hope that this post helped you prepare for your venue search and venue tour. If you would like to set-up a tour at Leftbank Annex, feel free to call or e-mail us anytime. We would love to meet you!