Choosing a venue for a special occasion

Summers are a popular time for weddings, family reunions and other gatherings. There are plenty of things to consider and many questions to ask. The following are some suggestions from three venues in Black Forest. Kaylyn Campbell, who does marketing for Black Forest by Wedgewood Weddings, said, ìAt Wedgewood Weddings, we’re experts in the wedding and event industry with more than 30 years experience.î She said beyond the basic questions related to guest capacity, availability and cost, the following should also be considered:

• The length of time it takes for a company to return an inquiry. Campbell said itís appropriate to respond within 24 hours.
• Answers should be complete and the company should be transparent.
• A well-established venue will have a professional looking website.
• Do they offer liability insurance? Event spaces need to have specific policies and requirements in place to ensure the safety of their customers, guests, staff and the building. If a venue requires liability insurance, that means they’ve been around the block a few times and want to protect their clients.
• Read their online reviews. Yelp and Google are common places to search for reviews; for wedding reviews, check out sites like TheKnot.com and WeddingWire.com.

ìAs an event host, it’s your responsibility to make sure that you and your guests have an incredible celebration,î Campbell said. ìSo, it only makes sense to do your research and find the right venue guaranteed to make your event amazing.îMelanie Brim, director of guest services at La Foret Conference & Retreat Center in Black Forest, said questions and considerations often depend on the type of event.

1. Weddings: Does the facility set up, take down and clean up or is the client responsible? How much time is allotted for decorating and are there restrictions? ìFor example, we do all the setting up, taking down and cleaning so people can focus on decorating and enjoying their event,î Brim said. Is liability insurance required and how much is it? Can food be catered in? Can alcohol be served? Are there fees for cancelling and other deadlines? How much is the deposit, and when is the balance due? Will someone always be available to help or answer questions?
2. Corporate: What kind of equipment is needed for the event; how much is it to rent or is it included in the price? Is the space large enough? Can chairs and tables be moved to accommodate activities? Can the food be catered in or brought in by the company? Are outdoor facilities available? For example, La Foret has trails and a labyrinth for guests.
3. Family and camping events: Is there an onsite overnight accommodation? What about personal facilities?
4. ìBesides knowing how many people youíre inviting and the date and time, itís important to think about your vision for the event,î Brim said. ìMake sure you tour the facility and grounds and meet the person or persons that will be assisting you along the way.î

Jeff Ader, rental and scheduling manager for the Black Forest Community Club, said they have been around for almost 100 years. Ader said because the facility is small and flexible, they have been able to accommodate people at the last minute. ìI try to find out their needs and what they are looking for. We try to be flexible, especially with decorating, which allows for greater creativity instead of being at the mercy of an event planner,î he said.Ader said be sure to ask about the deposit ó is it refundable; how does one get the money back? He also encouraged people to look online at facilities and read reviews.ìYou want to make sure you are getting full customer service from the beginning to the very end, especially for high stress events like weddings,î Ader said. If liquor is a requirement, make sure the venue has a liquor license, he said. Ask about insurance or security. Ader said to begin the search as soon as possible ó a year is not too early, especially if the date is not flexible.They have helped with situations where the wedding venue was set and the invitations had been sent out; and the place either went bankrupt or closed, taking their money with them, Ader said. ìWe try really hard to be helpful in all situations, but especially in a case like that,î he said. ìWe are small enough, where I can call someone who already has a date and ask if they can move their date to accommodate say a wedding where the invitations have already been sent out and all the service dates set up; we have had to do that a couple times.îAder said to look for venues that have been around for a long time, have a good reputation and good reviews.