- Virginia Wedding Blog
Hosting a corporate event in the Greater Washington DC and Virginia area comes with its fair of challenges. It’s certainly not the same as planning a wedding or family party.
The audience is different. The atmosphere you’re hoping to create is different. And your goals for a corporate event are certainly nothing like your goals or expectations for a more intimate celebration.And while there are many factors at play when hosting a corporate event, one of the most important – and first – steps you must take is choosing the right venue. But what, exactly, is the right venue?
There are a few key factors you should always consider when choosing the venue for your corporate event:– You should have a rough estimate of how many people will be in attendance.
One of your best bets for finding potential venues for your corporate event in Washington DC is to find a company – like an event entertainment agency – that has close relationships with the venues in town.
Not only will this increase your chances of finding a venue that fits your needs and is available, but you might actually get a discount!
As you seek out your possible venue options, keep these 8 things at the forefront of your mind:
You obviously have a specific budget for your event. Keep in mind that the cost of the venue is just one area of your budget to consider. You’ll also have to consider food, beverages, and entertainment.
Where are all your guests coming from? Are they coming from out of town, or are they all local? For out-of-towners, it might make sense to find a venue near the airport, or close to a travel-destination area in the city (so that they can get the most out of their trip).
When you start visiting possible venues, keep your eye on the existing décor in each venue, as well as the architecture. Each event is designed to inspire and captivate your specific audience. Does your potential venue do the job well?
Do you need a venue that has a kitchen? Is there a setup/clean-up crew? Does your venue have tables, chairs and linens that you can (and want to) use? And, very importantly, what kind of AV capabilities does your potential venue have? Do you need to bring your own equipment, extension cords and more?
Capacity and Minimums
If you followed our advice above, then you should already know how many attendees you’ll have. Now you need to know the venue’s room capacity, not only to ensure your venue can fit your guests comfortably, but also because there are strict fire and safety codes the venue has to abide by.
Also, are there any food and beverage minimums you should be aware of? If so, get this information in writing.
Do you need parking for your event? If so, find out if the venue has a lot or valet parking. Not every venue has a lot; if a venue you’re eyeing does not, find out if there are nearby lots that attendees can have access to.
There are many venues that actually won’t do business with you unless you have liability insurance. Typically, you can ask your general liability insurance agent for an endorsement for your event. But start and plan early as this process can take some time.
Ah, and we finally come to the acoustics, a huge factor in whether your event is a hit, or a big flop. Have you ever been to an event where the speakers’ volume was so loud it was nearly impossible to hear? That’s because of poor acoustics.
Think of this: small, low-ceilinged venues may seem cozy, but can make your event extremely loud. A warehouse-like venue may result in large reverberation, so that your speakers sound like the teachers in a Peanuts cartoon.
You can discover more about the acoustics of your venue by:– Asking to talk to past businesses that held an event there and get their reviews.
Once you do, it’s time to choose the right lighting, sound, and entertainment. See what Planet DJ Productions can do for you to help your corporate event become the hit of the year.
Many couples take 6 months, if not an entire year, to plan their wedding. Even with all that time on their hands, wedding planning is still stressful and always seems to come down to the wire.
But what about those couples who find themselves planning a last-minute wedding? How can they make sure that they pull off a successful ceremony and reception without suffocating from the stress and expenses?
Here are a few tips to help you simplify your last-minute wedding:
In our experience as the leading wedding entertainers throughout the Greater Washington DC area, we’ve noticed that many couples forced to plan a last-minute wedding fail to make a budget.
But the first conversation you should have with your significant other (and your families) is about budget.
Set your budget right away. Not only will this help ease some of the stresses involved in the process, but the confinement of a budget will make it easier for you to make hard decisions as you rush to beat the clock.
When you’re stuck planning a last-minute wedding, your choices become smaller and smaller. While couples who have a year or more to plan can be picky in their choice of venue, you’ll have to be a bit more flexible.
Don’t worry. That doesn’t mean that you can’t still have the wedding of your dreams, even if you don’t have the venue you’ve always wanted.
As you plan your wedding, you’ll likely have to interview a handful of people who’ll play a key role in the reception or ceremony, including photographers, videographers, and DJ.
But you can make life much easier for yourself by working with an experienced wedding entertainment company that can connect you with everything you need to plan a fun, memorable wedding.
At Planet DJ Productions, we’re known for our lively DJs, M.C.’s, musicians and dancers that bring the life to any party.
But, we also know that every wedding needs lighting, décor, and more. That’s why we offer these services to our clients – there’s no reason why you should juggle a handful of wedding vendors when all you need is one!
When planning a last-minute wedding, you might feel like you’re completely alone. Many vendors plan their events months out in advance, leaving you left handling the catering, music and more.
But rest assured, many wedding vendors and companies go out of their way to work with couples scrambling to put together a last-minute wedding.
If you find yourself struggling as you plan your wedding, reach out to Planet DJ Productions to learn more about how we can help you along the way.