It won’t be long before the holiday season is officially upon us. For those who plan to host a large holiday party, now is the time to reserve a venue. Waiting too long could lead to disappointment and force the cancellation of the party due to a lack of space to hold it. However, that doesn’t mean that party planners should put money down on the first thing that comes along. It’s important to consider several factors to ensure the best possible venue for the occasion.

How Much Does It Cost?

While the holidays tend to be a time of excess, working with a budget from the start can help reign in spending before it gets out of control. Establishing a budget enables party planners to decide on the number of guests, food served, and entertainment offered. Since most party venues offer free estimates, it’s a good idea to contact several and compare costs, services offered, and payment terms.

What is the Ideal Location and Time for the Event?

Sometimes cost isn’t the most important factor, especially when party guests must travel some distance to attend. Choosing the most central location possible is a considerate thing to do for guests. Not only does it cut down on their travel time, it reduces hotel and other costs for those who don’t live in the immediate area.

Selecting a starting time and ending time of the party is another important consideration. If it’s on a work day, it should be late enough in the evening to allow people time to get home, shower, and change clothes before heading to the party. Having a set end time is essential so that people don’t linger too long when the cleaning staff wants to start putting things away or consume so much alcohol that it isn’t safe for them to drive home.

What Kind of Space is Appropriate?

Every holiday party has a slightly different purpose. Some are strictly for socializing and might include a live band and dancing. Others are more for team-building, networking, or playing games. The space should be large enough to accommodate the purpose of the party as well as provide the right atmosphere for it. Some venues will assist with decorating the party area to match a specific theme while others don’t provide this service. Party planners need to consider how important it is to have a theme when choosing an appropriate venue.

Ask Questions to Ensure Understanding of Rental Policies

People sometimes assume that their rental contract entitles them to more than it really does. Several people should read the contract carefully before anyone signs it and agrees to the terms. If something isn’t included that the party planners would like to have, it’s worth asking it it’s possible to include it for an additional cost.

Invite People as Early as Possible

Although it’s not even Thanksgiving yet, people’s holiday schedules are filling up fast. Party planners should notify guests as soon as they have chosen a date and venue. Giving plenty of advanced warning is the best way to ensure that most people invited can attend.