Cost

1. Considerations
   1. What is the cost to rent the space?
   2. Is there a deposit fee? What are the guidelines for getting it back? When do you get it back?
   3. Is the cost of the space going to balance out the funds raised?

    

2. Tips
   1. Look for donated space before renting space. Good places to check are churches, community centers, firehouses, schools, party rooms, office building atrium areas or reception rooms. Check with local bars and restaurants that are looking to bring in business. You can make considerable profits with a "guest bartending night" or a theme dinner party. Many establishments will be eager to work with you, especially during a time of the week or season when business is slow.
      
   2. Be extremely careful when using hotel or other space you must pay for, there are often hidden costs.

Set-up and Clean-up

1. Considerations
   1. What is the procedure for set-up and clean-up? Is there staff available to assist you? Or should you ask friends to help you?
      
   2. Do you need to bring supplies like trash bags, trash cans, ice buckets, mops, dust clothes? Is the facility equipped with tables, chairs, a podium, a microphone, speakers and the like? Will you be required to pay for the rental of these items?
      
   3. What does the room need to look like when you leave the establishment?

    

2. Tips
   
   1. Most facilities, donated or rented, will have staff available to assist you. There may be a building manager or other contact at your disposal, but oftentimes you will need additional manpower for setting up/cleaning up and perhaps even coordinating the event.
      
   2. Be certain to leave the facility in the condition that you found it, if not in better condition. This way you will be certain to get your security deposit back and will be able to use the facility in the future.

Food and Beverage

1. Considerations
   
   1. Are you bound to use an on-site caterer or a recommended insured caterer? Can you bring donated food and beverage?
      
   2. Can alcohol be served as one pleases or is a permit required to serve it?

    

2. Tips
   
   1. Try to choose a location where you may serve donated food and beverage items. Have everyone bring something or solicit donations from catering companies and restaurants - this will reduce your overhead dramatically.
      
   2. It is unlikely that a hotel will let you bring in donated food or beverage, as this is where they make their money. If you must purchase refreshments through the facility, bargain for a reduced cost. If the facility plans to charge a flat rate per person buffet or hors d'oeuvres, find out what the price includes - refills on food and/or drink? Servers? Ice?
      
   3. Remember, if you plan to serve alcohol at an event always serve food. If people drink, they should designate a driver.

Entertainment

1. Considerations
   1. Is the facility equipped with a microphone, podium, TV, VCR, CD player, radio, loud speakers and stage. Is there lighting? Is there a fee involved for use of AV equipment? How much will it cost?

    

2. Tips
   1. If you plan to have a band or DJ, determine their equipment and space needs as well as their usual set-up time. Many DJs bring their own CDs, loud speakers, cords and microphones, but may require a long table. Facilities like hotels have an AV department that will service your needs, but fees can be costly. Again, aim to get AV services donated or discounted. Try recruiting a fledgling DJ service or local band that is just getting started - they may be more apt to donate or discount their services.

General

1. Considerations
   1. Where are you going to make your money? Are you going to charge a flat fee, ask for contributions or both? What money will you have to take out of your pocket to support the event? Are you going to hold an auction or a raffle? How many people are you going to invite? Realistically, how many do you think will show up? Does the facility accommodate the number of people you hope to attract? What time can you start setting-up and what time must you vacate the premises?

    

2. Tips
   
   1. Plan a budget and itemize each cost. Make sure the money you charge is reasonable. To increase profit, plan an auction or raffle. Allow people to purchase raffle tickets prior to the event and make ticket sales available to those attending and not attending the event.
      
   2. If you must guarantee a number with the facility try to hold off until a few days before the event. Write down all the people you plan to invite to the event - do not just make a mental list - so you will be certain not to forget anyone.
      
   3. When reserving the space, give yourself enough time to set up and clean up. You will not want to rack up charges for additional hours.

In summary, there are great deals to be made on event space, but beware of hidden costs. Plan in advance, and if you need guidance in planning an event, please contact the chapter staff. We are all eager to be you turn your idea into a smashing success. Good luck!