As the CDC continues to change its requirements on small or large event gatherings, you may be thinking that it’s time to plan that special event you’ve been putting off!
Are you working on planning an event? On paper, it seems very straightforward, but once you begin, you realize there are a lot of details that need to be worked out.
One of the biggest ones that you must consider early in the process is which venue will work best for your special occasion. It’s not as simple as just picking a point of interest either – there are other things that you have to think about to make sure it’s a good fit.
Keep reading below to learn about the types of events you can plan in a Pomona event venue and what you should think about before signing your name on the dotted line.
Types of Events You Might Want to Plan in Pomona
If you’re wondering how to choose a bridal shower venue or how to pick the perfect spot for a baby shower, you’re not alone. In fact, one of the most stressful parts of planning an event is picking the right venue.
The reason for this is that a lot of other parts of your event will come down to the type of venue you select.
The good news is that you can have most types of events in most types of venues! This means that once you find a venue you like, you’ll be able to figure out a way to make it work for the type of event you’re trying to plan.
Some common events that you may want to start planning in Pomona include:
- Baby showers
- Bridal showers
- Birthday parties
- Bar and bat mitzvahs
- Professional conferences
The options are endless! No matter the type of event you are trying to plan, you will be able to find the right venue for it.
Create a Budget First
Before you do anything else, you absolutely have to figure out how much you can spend on the event in its entirety.
Part of the reason for this is that you need to know how much you can actually set aside for the venue, but another part is that you need to consider everything else that goes into the event.
You will potentially need to pay for catering, music, lights, flowers, a cake, and a variety of other things that will help make your event unique.
In addition to that, you want to be sure that you have a little bit of money left over for emergencies or contingencies. You may end up overshooting your budget a little bit even though you didn’t mean to, or you might have something come up unexpectedly that you’ll need to pay for.
Figure Out the Expectations for the Event
Once you have a budget established, it will be easier to determine what types of expectations need to be met for the event to be a success. You will want to plan out the timelines as soon as you can so that you stay on track.
Your timelines will cover general goals of when you want to get things accomplished, but they should also include clear and realistic intentions. Remember to set SMART goals so that you know that what you have planned is achievable.
While thinking about what the expectations are for the event, you also want to think of its purpose. Why are you doing this in the first place?
If the main reason for the event is to build a professional community of like-minded people, that is going to look a lot different than an event that is more celebratory, like a birthday party, a wedding, or a bridal shower.
Come up with a clear idea of what your target audience is, what they like or want to do, and how you can make the event engaging and memorable for everyone.
Consider How Many People You’re Going to Invite
One of the decisions you have to make early on is the size of the event you are going to have. If you’ve never planned an event before, it’s clearly easier to have a smaller event than a larger one. Even if you have planned an event previously, large events always have more opportunities for things to go wrong.
We offer an event space that can work with up to 100 guests, but 75 is the best number for everyone to be comfortable in the venue. Keep in mind that typically not every person you invite may be able to attend.
Where Is the Ideal Location and Time?
When thinking of how to choose a venue, you have to consider several factors. For instance, you want to make sure that the location is accessible for anyone that wants to attend, but you also want it to fit the general needs of the event.
You might want to think about trying to find a location that is close to public transportation options, including an airport if you have guests coming from out of town. This will limit the travel issues that some guests may have since they will already be fairly close to the venue.
In addition to that, you want to think about the date(s) that your event will take place. Not only will your dates impact the location that you choose, but it will also impact how many people can actually come. Consider the needs of your guests before you pick a date to make sure that you will have maximum attendance.
Think About Your Preferred Ambiance
You probably have a certain “vibe” that you’re looking for when you think about your event. If you’re going for something that is more luxurious or something that is more childlike, you need to consider how the room itself will impact this mood and feeling.
Part of the reason that you don’t want to choose the first venue you see is that it might not give your party the right feel. If it doesn’t, everything else is going to feel a little bit off and your event won’t be as great as it could have been.
Make sure that you have the right lighting and acoustics in the event space as well.
You have to think about the little details like natural lighting, candles, where the music will be, and more to create a good ambient setting.
Draw Out a Floorplan Design
Once you have your venue in mind and you are aware of what the event is meant to look like, you can figure out the design features.
The easiest way to do this is physically or electronically draw out the venue and then add what you think will be best for the layout. Consider whether you have activity stations, a band, a catering area, or anything else and where those details will go in the venue rooms.
This is also a great opportunity to get inspiration and simply write down your ideas. You might think of things that you can add to the event while you’re doing this, so use the opportunity to brainstorm a little bit.
When you’re doing this, think about where people will be. What is the flow of traffic going to look like? Do you need to carve out a dance area?
Whether you’re hosting a children’s party, a networking event, or a bah mitzvah, you need to plan out where things will go. It will help the event run more smoothly, but you’ll also have an easier time setting up on the big day.
Consider Distance to Hotels or Other Amenities
Like we mentioned before, you get bonus points if you can find an ideal venue that is close to public transportation. You also want to think about other things like hotels or shuttles for events that may last longer than one day.
This also is a consideration for one-day events. If you have a lot of guests coming in from out of town, they will likely want to stay at local lodging instead of traveling back on the same day.
Consider blocking off some rooms for out-of-town guests to make sure that they know they are able to stay the night after the event or party has ended. This will make it easier for them and helps them feel more comfortable attending.
You also want to ensure that there is parking available for people that choose to drive on their own. The event venue should have parking available, but you need to figure out how many spots you can use, where the spots are, and any other details before you select the right venue.
Consider the Necessary Requirements for the Event
If you’re new to event planning or party planning, it’s easy to overlook details that you would just assume will be at the venue. The truth is, however, that some venues don’t have everything that you might expect.
For instance, if you’re planning an event for your business that includes an online presentation, what will you do if the venue doesn’t have wifi available?
Does the venue you’re considering offer catering already, or is that something you’re expected to get on your own before your event? Do they help you clean up after everything is done?
These are the types of things that you need to consider. Think about all of the small details of your event and talk to the venue owner to make sure that your bases are covered.
Sign the Contract ASAP
After you’ve considered all of these crucial factors, you’re finally ready to choose the venue for your event. This is the time to lock in your choice!
It’s important that you sign your contract with the venue owner as soon as you can to block off the selected times for your event.
If you wait too long, someone else may come along and snag it. When that happens, you might have to choose a less than ideal date change or select a new venue entirely. In general, this is simply going to mean more trouble for you as the event planner.
As you’re meeting with the venue owner to sign, you need to review all of what you need from the venue with this person and talk about any special licenses, insurance, or permits that may be required. These are things that are important to know about as soon as possible so that you can get the paperwork started.
Know what should be included in the contract before you set the meeting as well so that you are completely prepared.
Are You Looking for Help With Choosing the Right Pomona Event Venue?
Now that we have given you some insight into choosing the best Pomona event venue for your event, you’re probably ready to start your search.
There are a lot of great venues in Pomona, but have you considered Electric Loft?
We have a lot of the expertise needed to create a fun and unforgettable event. Our venue is located right in the downtown Pomona art district and could be the perfect setting for your event.
If you’re looking for help figuring all of this out, we’re here for you. Contact us today to find out how we can help you plan the best event in Pomona this year.