The fact that the soccer world cup is held this year starting in November also brings a degree of novelty in terms of meetings and festivities. It all comes together to make meetings happen.
It is more than necessary to face the search for party rooms with speed, dedication and a clear vision of what is desired so that all celebrations are safe and pleasant. Graduate parties, business meetings, closings of special events, saying goodbye to the year with friends or family, birthdays and weddings, all require good organization.
Jalsa Lawn provide you with different tips to know how to find the best room for your New Year’s Eve party.
Meeting design
Before even beginning to consult online about the rooms available to hold your celebration, it is essential that you have designed, even if only provisionally, the characteristics of the event.
Whoever begins with the essential procedures of carrying out a year-end celebration or private party must have a minimum of data that makes up the very essence of the meeting. We can easily agree that a meeting during the day is not the same as at night, with formal or casual attire, the same if it is an agape of minutes or a three-course dinner.
Of course, the most relevant point will be the number of guests that the event will have. This, taking into account the reliable concessions made to those who, for one reason or another, will miss the event.
Preliminary inquiries
By having a first approach to what will be the general design of the party, calls and inquiries can be made about everything related to that initial sketch. The essential thing is to understand that the more time is made, the better offers and results will be obtained.
One of the most valuable resources of any venture is time, this reality must be clear when an execution plan and budget are proposed for everything related to the event to be developed.
In each meeting room that you call, you will notice that the possibilities of availability are subject to specific reservation plans and details to set the date on which you want to use said place.
If you are not clear enough to be able to pay a reserve deposit, it is important that these first inquiries are understood only as vague queries without accurate definitions, and that can translate into double work.
How to design a safe celebration?
Our professionals will be able to advise you on everything you need to find out about the civil liability or personal accident insurance offers that may be required in the development of different events.
The most practical thing, of course, is to hire rooms that already have the necessary policies so that different events can be carried out as normal. In addition to insurance, another essential requirement is that you have coverage for medical emergencies, as well as additional security to guarantee greater control in the face of possible risks.
It goes without saying that these places that are contracted to celebrate the end of the year are registered and must have the authorized qualifications according to the proposed activities. Hiring any room outside of these ratings is too great a risk that should be discarded immediately.
Important decisions
Every event has a particular spirit or purpose, on birthdays and weddings it will be the meeting with family and loved ones who share the joy of being able to celebrate a special date together.
At corporate parties and alumni parties, it is about celebrating the closing of a special cycle or year that includes sharing a space of camaraderie with colleagues.
In this case, the ages define the most relevant aspects of the meeting in terms of decisions, for example, events for minors will make it clear that alcoholic beverages cannot be served or, in terms of the food menu, which will be the most convenient.
The same happens with the type and time of entertainment that the evening proposes, being a graduation party or 15th birthday a special time to dance for hours and for youth to stand out on the dance floor, while business meetings may prefer a show of magic or humour that can be appreciated in the comfort of the tables.
It is also important to consider the type of company in question since a small or medium-sized family business is not the same as an annual meeting of a large multinational.
In the event that you visualize the need to contract private insurance for the meeting you are planning, a valuable resource is to consult our online quoter who, with just a couple of pieces of information, will provide you with accurate and up-to-date information on market options.
Immovable aspects
Every event has in its initial design issues that can be discussed and that are adapted as the different market proposals become known. Just to name one example, outdoor parties that have different gastronomic points to taste are fashionable, as if it were a Food Truck park where variety is paramount.
In other meetings, the food is not relevant, but the show, entertainment or work of the DJ keeps all the guests having a good time and fun.
The options are very varied, not only in alternatives to contracts but also in the budget to invest. It can be an austere meeting in which the excuse is to share the moment or the most ostentatious with cotillion items worthy of the most prominent designers, the important thing is that it adjusts to the initial plan that has certain aspects that cannot be negotiated.
The immovable aspects can be different, according to each event, in some it will be the budget, in others the area or neighbourhood in which the hall is located, others are not willing to modify the hours in which they want to hold the celebration and are also those who have a fixed plan regarding the meeting menu.
In any hall where the event is held, it is essential that it have as essential issues the contracting if the hall does not have it, of civil liability insurance.
Who is in charge?
Sometimes the person who makes inquiries about the rooms where to celebrate the end of the year is not the same person who makes the decisions in this regard. Therefore, whoever is in charge of contacting the different providers must have a comprehensive idea of what is being sought.
Of course, you must know the immovable aspects of the event, the number of guests, and the characteristics of the celebration, but also a lucid look regarding the benefits that a room offers.
There are venues for events that provide complete services exclusively, that is, the venue, gastronomy, decoration, DJ, table attendants, parking and cleaning, show, party favours, and other needs that may arise are hired.
But, there are also rooms in which you can hire only the space and outsource some services such as decoration, gastronomy and customer service. In these cases it is essential to know what is really available in the room to avoid surprises, for example, not having a kitchen to keep food warm or refrigerators to cool drinks.
Ideal budget and contingencies
If we talk about who is in charge when making decisions, we must also refer to the budget available for the event. In every celebration, there is an estimated figure for expenses and also an amount that makes for contingencies that may arise.
This is clearly reflected in the contingency deposits that each ballroom charges its users in the event of any damage to the property during the party. After the event and in the event that no contingency has been registered, the deposit money is returned.
Here a possibility arises in relation to the expenses that have to do with charging a ticket to those who attend, generally at birthday parties or graduates a distinction is made between those who attend from the beginning of the meeting and those who go later to what they is known as a toast.
The costs of the services are directly connected with the quality and professionalism, so it is important that the inquiries include the review of opinions in networks or previous users.
