A festive occasion like a wedding or birthday deserves a huge celebration with family and friends. But before you send out those invites, it is important that you choose the right venue for the occasion.
Here are some common mistakes that you must avoid while booking a banquet hall.
Booking a Venue Before Creating a Guest List
Make the guest list before booking the venue, not the other way around. It is important that you know how many guests are coming so that you book a banquet hall that can accommodate the guests.
If you invite 300 guests, there is no need to book a hall with a capacity for 500. Similarly, if you book a hall with capacity for 100, there is no way you can fit in 300 guests. Once you have an approximate number, you can go ahead with booking a venue with the right capacity.
Check what food would be served in the banquet hall. Discuss with them what type of food you want them to serve and if there are any limitations on what they can serve.
Do a taste test and make sure it fulfils the quality levels. Ensure that the quantity of food you ordered is sufficient for the invited guests. Too much food will result in wastage, too little and you would be sending your guests home hungry.
Not Checking About Decoration Restrictions
Some venues have strict rules about decoration. Some properties do not permit any kind of decoration while others are more flexible. It would be a good idea to ask the banquet hall about their decoration rules.
When you clarify what’s allowed and what’s restricted, you won’t have any surprises on the main day.
Choosing an Inconvenient Location
No matter how much you loved a banquet hall, it would not be a good idea to book it if it is located really far. You don’t want the guests to have a tough time, or worse get lost, finding their way to the hall.
One of the most important tips to choose a perfect banquet hall is to look for a place that is accessible and conveniently located. If it is far or located in a bad neighbourhood, the guests might even skip the event altogether. It would be great if the venue can be located via GPS as it will help the guests immensely.
Ignoring the Parking Issue
Before you book the banquet hall, check if it has a parking lot or valet parking. If there is no parking lot, look into alternatives that you can consider. For instance, you can reserve nearby parking lots where the guests could park their vehicles. You can also provide a way for the guests to share cabs till the venue or you can arrange cabs to pick up the guests.
Not Checking Amenities and Service
Every banquet hall provides some basic amenities. Check what they are offering and whether they fulfil your requirements or not.
For instance, check if the restrooms are clean, if the venue is handicap accessible, whether there is on-site catering. If you need additional amenities like audio/visual equipment, free Wi-Fi or charging stations, check for the same.
You must also focus on the quality of the staff and services provided. Are they highly trained? Can they cater professionally to the needs of the guests? Are they well spoken?
Before you agree to book the banquet hall, take the time to visit it and make sure everything is in order. Just by taking small but important steps, you can book the perfect banquet hall and make sure your guests have a memorable and fun time.
Rishi Kamra works with Grand Mercure Vadodara Surya Palace. He has over a decade of experience in the hospitality and event management industry which allows him to create value-driven content for his readers. Travelling and photography are his two passions and in his free time, he enjoys working with the youth of his city by volunteering his time and mentoring young adults.
