It is very helpful to have a venue coordinator when planning events. They have experience with the venue and know the important questions to ask so that problems don’t arise during the event. When Civic Center Event Coordinator Stacey Martin is gathering information from event planners, these are questions she will always ask.
When is the event?
This may be an obvious question, but the more important question is, is your date flexible? Most venues book up months, sometimes years in advance. If the event you are planning is only a few months away, you may have to be flexible. If possible have a few date options in mind.
How many people are expected to attend?
The reason this question is important is that the planner needs to be as accurate as possible. Venues often have many different space options. You wouldn’t want to pay for a room that can accommodate 200 people if only 50 attend. And you really wouldn’t want to squeeze 500 people into a space made for 300 just to cut cost. Try to be as realistic with your estimation as possible.
What type of event?
The coordinator needs to know what the event is and how you envision it, to determine if the venue can meet your needs. What type of set up is required? Will you need audio and visual equipment? Are you planning to have food served? An event coordinator is there to make sure you have what you need for a successful event. So let them know exactly what you expect.
Knowing accurate answers to these simple questions is more important than you might think. Planning ahead with your venue coordinator will ensure that your event runs smooth! For more information about renting the Houma-Terrebonne Civic Center for your next event, visit houmaciviccenter.com/plan or call 985-850-4657.
