From corporate events to birthday dinner parties, many get-togethers call for the perfect event space, but how do you pick the best location? What should a venue have to make it perfect for your event and your guests?
When it comes to planning a get-together for a special occasion, it helps to know what you should look for in an event venue. Baton Rouge has plenty to offer, but to make the best choice, you’ll want to think about what you need and what the venue offers.
We’ll cover these aspects that you should consider and look for in an event venue in Baton Rouge:
- Budget and cost
- Location and parking
- Audio-visual equipment
- Food services
- Adequate space
- Seating and tables
- The ambiance and privacy
- Setup and clean up
What to Consider When Finding an Event Venue in Baton Rouge
Something essential to do before deciding on a venue is to think about your event and what you need from an event space. Below are some needs and services you should consider as you select an event venue that will help you make the perfect choice.
1. Budget and Cost
Remember to keep your budget in mind as you select a venue, especially if you need to purchase or rent decor, seating, tables, audio-visual equipment and more. See if the location includes what you’ll need or offers in-house rentals so you don’t have to worry about transporting anything to and from the space.
Remember to account for additional costs for staff and gratuities, supplies and any transportation you may need to supply for some guests, either. The cost of the venue may be one thing, but when you calculate everything else you need, you get a better idea of what you’ll have to spend on your event. Also consider if anyone else is contributing to the cost or if you’re planning alone, as you’ll want contributors’ feedback on the cost, as well.
2. Location and Parking
Choose a location that your guests can easily find, and be sure to consider parking and transportation. If your guests will need a place to stay, a hotel with an event venue could be a smart choice. You won’t have to worry about transportation at the beginning or end of the night if many of your guests are staying at the event venue. As an extra consideration for your guests, choose a location that’s in downtown Baton Rouge so they can explore the city before the get-together.
3. Audio-Visual Equipment
Will you need music or equipment to show a slideshow of photos? Be sure to check that the venue either offers the equipment or allows you to set it up in their event space. If you’ll need WiFi to access any of your media for the evening, make sure the location offers that, as well. Even if you don’t require internet access, it’s good to have it for your guests who may want to post about the event during the evening.
You should also check that the acoustics in the room will suffice for everyone to hear music or someone making a speech. Corporate events may have a guest speaker, and you’ll want guests to be able to hear every word they say. If you’re playing music, you’ll want it to be loud enough for guests to dance to but not so loud that others can’t enjoy conversation with each other.
4. Food Services
You’re likely going to need something for you and your guests to eat. Check if the venue has a kitchen, offers dining or catering services or if you’ll have to arrange your own. Be sure to think about:
- If there is flexibility with the menu
- If there are options for guests with dietary restrictions or allergies
- Whether they have baking services to make a cake for birthdays, wedding receptions and other events
- How much of your budget you have for catering or food
- What style of dining you’d like, such as buffet, reception, service or other options
Depending on the type of event you’re hosting, you may also need to consider bar services or if alcohol is allowed on the premises.
5. Adequate Space
Have a count of your guest list to determine what size you need from an event space. Choose a venue based on its maximum capacity and any minimum guest requirements, but also think about how comfortable your guests will be. Can a room fit your guest list but with tight seating? You may want to consider other options.
When you evaluate the size of a venue, you may also need to consider if there is:
- Room for activities: Some events, like bridal and baby showers, often host games for guests, which you may need to consider having space for in a venue. A dance floor or another open area may be suitable for some of the games and activities you have planned, as long as you don’t require plenty of seating and tables.
- Room for dancing: Many special occasions call for a dance floor. Ensure it has enough space for your guests and won’t affect the flow of the room or your table layout. Remember to check if audio services are offered or allowed at the venue if you plan on dancing at your event.
You don’t want your guests to feel uncomfortable or have no room to move around, but you also don’t want to pay more for a large venue and have more space than you need. Think about your specific event’s needs and talk to the venue owners or event coordinators to determine if the space is suitable for you.
6. Seating and Tables
You need seating for your event, and, depending on the type of gathering, you’ll likely need tables, as well. Choose a venue that offers these on-site so you don’t need to rent furniture or worry about bringing it in and out of the venue. Check with the venue to see if they offer table linens and other decor.
Be sure to consider the type of event you’re hosting when you think about your seating and table needs. Certain events have certain needs, such as:
- A birthday party may require a gift table.
- A wedding reception could use a head table and tables for the wedding cake, guestbook and gifts.
- A corporate event will need enough space so that seating isn’t tight.
Make sure a venue has enough space for all the various tables and seating arrangements you need, and remember to have space for food if you choose a buffet-style service.
7. Ambiance and Privacy
For special occasions, like a wedding reception or dinner party, you want the right setting. Consider whether you want something comfortable and casual or more luxurious. A wedding reception should feel sophisticated or fit in with the wedding’s theme while a birthday party can range from relaxed to upscale, depending on who is celebrating.
Privacy is also essential for many events or parties. A private venue or private space within a venue will ensure your party can celebrate with an attentive staff and without distraction. Even a smaller scale dinner party would enjoy private dining at an intimate location separate from other diners.
8. Setup and Clean Up
Consider whether a location offers setup and clean-up services or if you’ll have to arrive before the event to prepare and stay after to clean up the room. If a venue doesn’t provide these services, make sure you find out:
- How early you can arrive to set up the room
- How long you can stay to clean up after the event
- If you need to bring your own supplies for setup and clean up
Even if a venue offers most of the setup and clean-up, you may have some of your own decorations to bring to personalize the space. Make sure you get permission from the venue to put up the personalized decor and clean up anything you add to the space.
Host Your Event at The Gregory
The Gregory specializes in special events, from dinner parties and corporate gatherings. Whether you’re hosting an intimate, simple meal or a grand get-together, celebrate with us. Our versatile private dining options perfectly host parties large and small, and our fresh and delicious menus make your evening even more special.
Located in the Watermark Hotel in Baton Rouge, The Gregory offers a convenient location for your guests to stay during their visit. With our unique private events venue, you and your guests will enjoy a wonderful evening in a sophisticated atmosphere.
Contact us at your earliest convenience to learn more about our private dining options and book your event today. We can’t wait to have you and your guests at The Gregory for your next event!
