10 Facts You Should Know About New York Event Spaces

Photo courtesy of Flickr user Anthony Quintano.

New York is no ordinary city with event spaces that host ordinary events. New York is diverse, is innovative and is unique, just like the many event spaces it has. Did you know these 10 facts about Event Spaces in New York?

1. Each Neighborhood Has Its Own Style

This only means that the event spaces in each of the neighborhoods of NYC most likely reflect the characteristics of its surroundings. For example, SoHo has spaces that are chic and trendy, while the Upper East Side would have spaces that are elegant and traditional. Do you know where your event would “fit in”?

2. Event Spaces Aren’t Always on the First Floor

Venues in New York are on various floors. While some are on the penthouse level with a rooftop access and some on the 23rd floor of a corporate building, just keep in mind what the needs are for your event. It’ll definitely be much more convenient to book a street-level venue for a press event for a new automobile.

3. Storage Space is Limited in NYC

New York is the most populous city in the country. With that said, there is very limited storage space, so don’t expect a venue to hold your event materials/props/furniture/etc for days prior to your first day of rental. I’ve never heard anyone say that they have space in their apartment closet, so I doubt an event space would say the same.

4. Not All Venues are Legally Operated

Did you know that if a venue is hosting an event with 75 or more guests, it should have a Place of Assembly Certificate with a Certificate of Occupancy? The Place of Assembly is renewed each year with an inspection from the fire department, and it will state the maximum number of people that are allowed in the space. You can find out if the event space you are considering for your next event has these certificates here. If legal matters ever arise from an event, you’ll want to make sure that you hosted it at a legally operated venue.

5. All-Inclusive Packages Can Help With Your Budget

Some venues in New York work with 3rd party vendors to create all-inclusive packages for their clients, so they’ll work with catering, staffing and furniture rental companies. When event spaces are able to provide steady business to their vendors, they are able to get a discount from them, rather than a corporate company finding and booking a caterer for the first and only time. If you’re on a tighter budget, find a venue that can offer all-inclusive packages, and usually, the more guests you can guarantee, the better per person pricing.

6. Rarely Do Event Spaces Rent by the Hour

Most event spaces are rented by the day (8-12 hours). Venues understand why clients would want a better rate for a 4-6 hour rental, but for that two-hour morning meeting, the venue would be giving up the opportunity to rent to an all-day meeting with a post-meeting reception. Some event spaces will have a better rate for renting just the morning hours, so ask your venue sales representative if they can be competitive!

7. You Will Need Insurance For Your Event

It’s very common that venues will require general liability insurance from their clients, and sometimes even their vendors (photographer, florist, DJ, etc). Even if your venue doesn’t require insurance certificates, you should still obtain one to protect you and your guests, and requesting them from your vendors will also protect them and the other parties involved. You can get a one-day coverage starting at $100 here.

8. Event Spaces Won’t Place Holds on Dates

A lot, if not most, venues do not place soft holds on dates for prospective events without receiving a signed contract and deposit. This makes sense, since it wouldn’t be fair to hold a date for one company when another is ready to book their event immediately, and the company with the hold decides to book elsewhere a few days later. What you could do is ask your venue sales representative to do their best to let you know if anyone else is considering your date.

9. Not All Event Spaces in New York Have Air Conditioning

If they do, it may not have the central air conditioning system you want to cool-down a 5,000 square foot venue. If you’re planning a summer event, ask the venue if they have central air conditioning so your attendees are comfortable.

10. NYC is the Heart of Unconventional Venues

There are so many event space options in New York. You may decide that an old firehouse turned event space is a good idea for your event, because of that warm (no pun intended), cozy feeling it has. No matter how big or small your event is, there’s a venue here for your unique event, and it doesn’t have to be in the same hotel that your guests are staying in.

Now you know a little more about New York event spaces, and I’m hoping that this helps you find the perfect venue for your next event. Are you ready to start the search?

7 Tips to Reduce your Event Catering Bill and Still Inspire

As many people who have planned events know, catering can be one of the biggest expenses associated with putting on an event. Having good quality food at your event is also one of the most important elements of a successful event. Poor food can leave guests with a literal bad taste in their mouth, and complaints that might ruin guests’ overall memory of the event.

Fortunately, there are some clever ways in which you can save on a pricey catering bill, while still inspiring. Below are seven tips to reduce your event catering bill, without your guests ever knowing the difference.

1. Remember that people eat with their eyes first

This is one of the truest statements in the culinary world, and having a caterer that takes the time to present a dish well can take your event from memorable to unforgettable. Appetizing food presentation can mean anything from a well laid-out buffet with a few special touches, or plated dishes with an exciting flourish. By enhancing your food’s aesthetic, guests will not only enjoy the food more, but they will also come away with a better overall impression of the event.

Insider event catering tip: if your caterer cares about how their food looks, you can rest assured that they care even more about how their food tastes. Confidence in flavor typically leads to confidence in presentation.

2. Do not dismiss stationary hors d’oeuvres

Stationary hors d’oeuvres can also save on your catering bill by minimizing your staff count. Instead of having one waiter per tray of passed hors d’oeuvres, you can have one waiter per table of hors d’oeuvres. Additionally, guests often prefer hors d’oeuvres stations to passed hors d’oeuvres, because they do not have to wait until something they like comes around on a tray.

3. Create buffet stations that inspire

A serving buffet not only gets people fed quickly, but it also offers guests a wider variety of food options. Additionally, buffets cut down on the number of staff needed to cater an event. Instead of having upwards of twenty waitstaff for a single event, a caterer can run lean with a couple of waiters per buffet table. A buffet can still be elegant and include a carving station or even a simple cooking station where pasta or omelettes can be made to order. Buffet lines are also great places for guests to mingle and meet others who are seated at other tables.

4. Consider a modified menu

Another creative option to reduce catering costs is to ask your caterer about a modified menu. Oftentimes your caterer will offer a discount if you select menu options that have less expensive ingredients. For example, you might consider selecting one seafood hors d’oeuvre, instead of two. Or you could go with a chicken main course instead of a beef main. Additionally, some caterers will reduce the total cost of the catering bill if you have fewer menu options, but still the same amount of food.

5. Win over your sweet-tooth crowd with a creative dessert table

Instead of serving traditional desserts, which are costly and usually go uneaten, win over your dessert lovers with a fun dessert table. Some crowd pleasers include a chocolate fountain with dipping treats, a candy bar table for guests to fill small bags, or mini cupcakes on a pedestal. All of these options require little staffing, and create a ‘wow’ factor, while being cost effective.

6. Go with your venue's preferred caterer

Most often, your venue's preferred caterer is your best option. The caterer has been taste tested many times by the venue and has won the venue's stamp of approval. Furthermore, the venue's preferred caterer is usually your most cost effective option, as the venue receives quantity discounts from the caterer, which are usually passed along to clients. Additionally, the venue's preferred caterer knows the venue's facilities well, which will ensure that the catering process is seamless. You won't have to worry about missed delivery times, confusion about drop-off location, or issues with food preparation times.

7. Look into alternative beverage service options

Depending on your event, you may not need a full premium bar. Most of your guests will not specify a liquor type anyway, so it may not be worth the additional per person charge for a premium bar for the couple of guests who do. Instead, consider a standard bar with mid-tier liquor options. For more savings, go with a wine and beer bar. For certain types of events, such as networking happy hours, wine and beer will be what most people want to drink anyway. If you are thinking of serving champagne at your event, look into having a champagne toast instead of offering champagne all night.

10 Tips To Make Your Event Look Amazing

We’ve put together a handy list of 10 things you can do to make your event look amazing and leave a lasting impression on your guests. The more creative you can get in your planning process, the more your guests will be wowed.

So have fun with planning your event, and read our list to get your creative juices flowing!

1. Use lighting to add a "wow" factor.

The power of lighting to make an event shine should not be underestimated. Lighting can be used to give your event grandeur and set the intended mood for your event. Dim the lights to create a feeling of intimacy, spotlight a beautiful bouquet on the bar, spotlight a speaker, or use up-lights to create dramatic effects on walls and columns.

2. Consider a theme for your event.

If appropriate, a theme is a good way to make an event feel well thought-out and tie various parts of the room together. A theme can be anything from following a set color palette, to having decor related to a specific interest such as travel or old films, or even converting the venue into a scene from Harry Potter.

3. Use color to transform the room.

Color can transform the mood in a room and create energy. Consider choosing a linen color that is bright and playful. Add a wall wash to change the feeling of your event when transitioning from daytime to nighttime cocktail hour.

4. Use furniture and room set-up to create your event's desired aesthetic.

Furniture choice reflects the tone of the event, as well as helping with the flow and the feeling of movement in the room. It is important to strike the right balance between enough furniture so that people are comfortable, but not too much that people sit for the entire event.

5. Don't forget table centerpieces and bar accent pieces.

Table centerpieces are important to give your event a polished look. Have fun with table centerpieces, whether it's a colorful arrangement of flowers, fun candy bowls, a framed photo, or unexpected centerpieces such as books, or stuffed animals.

6. Add an element of interactivity to your venue.

Help inspire guests and make the venue uniquely yours by having guests engage with the venue. Have a step and repeat with fun props for guests to pose with, have guests create art to paste on the walls. Interactivity helps the event look and feel more energetic, and also leaves guests talking about your event after its over

7. Make sure your food presentation is top notch.

Good food is partially about taste, but it's also about presentation. You don't have to spend a ton of money to make food look good. Have fun with food presentation - whether it's putting flowers near the food to make the food look fresher, or using unique serving dishes and plate set-ups to elevate the look of the food

8. Remember the details.

While most of the time we focus on the big details for an event, it’s sometimes the little details that can really pull your event together. Don’t forget about the bathrooms, hallways, and outdoor areas. Some fun details we have seen include putting flowers in restrooms and hallways, having monogrammed hand towels in the restrooms, decorating outdoor spaces with lanterns, creating a signature drink, and creating a goodie bag table for guests to take home.

9. Invest in creating beautiful signage for your event.

Guests’ first impressions of your event will set their expectation for the whole event. Having impressive signs outside of your event will set the right tone for the rest of the event. Signs are also great backdrops for event photos!

10. Have fun and be creative.

This is your event, and you set your own rules. Make the event yours, and give it a personality. Nobody will remember a cookie-cutter event, but people will remember an event that was unique. If you have fun and get creative in the planning process, it will show the day of your event

Wondering How to Make Your New York Business Event Rock? Read This!

More and more, guests are expecting to be surprised, delighted and ultimately impressed by all types of events they attend, including corporate events. While it may be less time consuming to follow a familiar way of planning and executing your next corporate event, it will be well worth the extra effort and attention to detail to bring new ideas and ultimately new energy to your next event. So, let's make your next New York business event rock. The following are a few ideas to get you started:

Create a Hashtag and Proudly Display It in the Venue

Hashtags are the new promotional norm. Using them is a clever way to spark engagement at your event. Hashtags make it possible for users to enter search terms and have results come up all on one page. This allows businesses like yours to provide an easy way for interested event participants to stay updated and to share information about your upcoming event. Incorporating hashtags in your promotional campaign makes your business appear trendy and hip to the latest marketing strategies.

Don't Be Afraid to Highlight Your Company.

Don't be afraid to highlight your company, especially if it adds value to your guests’ experience. One of the best ways to highlight your company is to give guests a little taste of your products and services.

Are you a photography services company? Wow your guests with high-resolution graphics and images. Imprint your images on wide-format banners and flags and wave them on flagpoles located in the far corners of your venue. Print examples of some of your clients’ images on everything from the table menus to the wait staff’s t-shirts. If marketing is your company’s expertise, highlight your company the way you would showcase theirs if they hire you. Pull out all the stops as far as exhibition items, presentations and live entertainment. This is not the time to be subtle.

Do Something Different.

Don't be afraid to shake things up. So, be sure to entertain, engage and surprise, even at a business event. Think about what people expect and then think about what you can do to not only fulfill those expectations, but also add something a little special. Remember, know your audience... the event is for them, and when you fully understand their desires, you can craft an outside-the-box amazing experience.

Some ideas for ways that you can do something different are:

• Instead of having your CEO make the keynote speech, hire a celebrity or professional consultant in the industry. Someone like this will be much more likely to draw in a crowd and keep everyone’s attention.

• Hire a well-known live band to open up the event. Bands that are past their heyday, yet remain wildly popular are surprisingly affordable. Live music will excite your audience and prime them to be more receptive to receive your business message.

• Host an auction or drawing during the event to entice people to stay during the entire event. If you interrupt proceedings with drawings as the even goes on, audience members will stay throughout the day or evening to see if they have a winning number.

• Do something totally out of the box and hire entertainers like dancers, hostesses, acrobats or magicians. These can be sideline entertainers that shake up the vibe in the room and prevent the mundane.

Use Technology to Enhance the Experience.

Everyone has a phone and everyone likes to play on his or her phone. Consider any apps or promotional tie-ins that can enhance the experience from a digital standpoint. Get everyone’s cell phone number when they first sign in to the event. In the middle of the proceedings, send out a group text in the middle of the event that gets everyone’s phones buzzing at once. Surprise them with an announcement such as a special event. Instruct everyone to get up from his or her seats and move to another room down the hall, where something special awaits them.

Make Your Event Count, Even After It's Over.

With the help of social media, easy photo and video editing, and other tools, it's now easy to extend the life of your event, even after the live portion is over. Consider how you'll be recording the event and consider investing in a photographer or videographer on event day. You'll be happy you did when you're looking to use the event in promotional materials or communications afterwards.

Post photos of the event on the company’s Facebook page, and invite attendees to do the same. In fact, on the day of the event, announce that there will be a Facebook contest for the most entertaining photo from the event. The attendees will vote online for the winner, and a valuable prize should be awarded to the winner. This will draw in the attendees to your company’s social media page and force them to “follow” your company if they want to be in with a chance to win.

Your event attendees will be raving about your event for weeks or even months to come when you implement these innovative strategies. Get them to look forward to next year’s event and spread the news!

Britax Press Reveal Wins on Event Branding

Britax was at HELEN MILLS last week to unveil their new ClickTight Car Seat Installation System. Based on early reviews, it looks like the new design is a winner. Check out the #BritaxGameChanger blogger buzz on Twitter here. Also winning was how Britax took full advantage of event branding and signage opportunities inside and outside of the venue. Below are some peeks into how they did it:

1. Flag, portholes, and sidewalk display showcase outside of the venue

2. Live twitter feed projection above the bar

3. Column clings with Britax branding and event hashtag

4. Wall hangings from gallery molding, ceiling hangings from pipe grid, easel displays, and wall clings

5. Step and repeat as presentation backdrop, wall hanging from gallery molding, and product display on raised platform

Open the Gates for Your Business with Great Corporate Events

As 21st century companies continue to rely more on technology to contact and communicate with their customers and colleagues, coordinating several special events per year ~ where the attendees can celebrate, learn, raise awareness, or make new connections in person ~ has never been more important. Successfully bringing people together at a thoughtfully chosen central location can boost morale, increase camaraderie, secure new accounts, inspire great ideas, or build confidence and understanding about a product.

Seminars

Whether your company is planning a seminar for potential new investors or to educate employees about a service, seminars require lots of space. Since seminars typically take hours, being able to have your attendees dine, drink, and take breaks while still on site is a priceless convenience ~ especially for those out-of-town guests who may not be familiar with the venue’s neighborhood. A venue that can offer designated areas for dining and the event’s breakout sessions saves time and creates an overall stress-free, enjoyable experience. Expecting attendees to snack on crackers all day while simultaneously seated in a row of folding chairs trying to jot down key notes doesn’t pair well with the ingredients of a truly successful seminar. Seminar venues require space, access to technology, and lots of on-site options for food and beverages.

Product Launches

Whether your company just designed a new running shoe or developed a new app, creating a buzz around its release will ensure its successful launch. Venues that welcome media from the local press, can accommodate lots of displays and demonstrations, and are as modern and fresh as the new product will contribute to getting the word out about your company’s creation. Selecting an inappropriate venue that will be captured on the evening's news or in videos-gone-viral will garner more attention to the location than your product. Launching a new skincare line at a local brewery would not make sense, because the location would take too much attention away from the product.

Award Ceremonies

Acknowledging and rewarding the initiatives and accomplishments of individuals, groups, or companies inspires others. If you want to award others at an organized event, you must do it in style – and that includes choosing just the right venue to reflect how much they are appreciated. Having a celebration at the local pizza shop for sales executives who have earned millions for the corporation will surely have those sales executives talking about your company. It is the thought that matters. If you are going to award others at a venue, go big or don’t go at all.

Networking Events

Meeting clients, colleagues from other regions, or potential customers ought to be an exciting, fun, and rewarding experience. If an individual is open to attending a networking event where he/she may not know many people at the onset, you don’t want the common denominator or conversation icebreaker between the guests to be about the event’s obvious low-budget or disorganization. A welcoming, comfortable venue where attendees have different places to gather, connect, and network will speak volumes about its success and your company.

Business Luncheons and Dinners

Even though these types of corporate events are all business because the attendees are on a very tight schedule in their respective professions, your choice of venue is all that more impactful and critical to accomplishing the objective for hosting the lunch or dinner. Whether you are a pharmaceutical company inviting doctors for dinner or a publishing company inviting agents, the venue must provide exceptional food, be well-organized, and in a convenient (for both locating and parking) location.

Fundraising

Celebrating and empowering special groups, cultures, or causes is a great way to increase awareness and raise funds. A venue for this event must be impartial and non-discriminatory in the food it offers, its décor, and the staff it employs.

Customer Appreciation Parties

Who better to thank for your corporation’s success than its customers? The venue must create an ambiance that is right in sync with the customer. If you’re an animal-awareness company, you are not going to want to book the event at a hunting lodge. If you sell products for football tailgating parties, you don’t want to book a black-tie only event at an exclusive venue.

Holiday Parties

Whatever the particular culture’s holiday celebration, you’ll want the venue to be appropriate. Since not everyone celebrates Christmas, Hanukkah, and Kwanza, choose a venue that accommodates all your attendees’ particular preferences.

There are as many different reasons to gather groups of professionals, clients, or staff members together as there are different services and experiences venues can provide. The more flexible, creative, and versatile a venue, the more diverse corporate events it can accommodate. As you add one, several, or all of these corporate events to your company’s schedule this year, ensure that the venue selected has the essential ingredients to host the event without a hitch.

An Event Planner's Guide to Chelsea Activities

While most of the time you spend planning an event will be about the decor, agenda, and time at the venue, guests may choose to explore the area around the venue before, during or even after the event is complete. Depending on the event length and goals, your guests may appreciate a list of Chelsea activities to do nearby the venue. This can be especially helpful if there is time to network directly after an event or on the night or morning during a multi-day affair.

For the event planner looking to provide guests with a little bit of local flavor, we've created a list of things to do for four distinct attendees. The list includes only activities that are all within a one to ten-minute walk from the HELEN MILLS Event Space & Theater. Let us know if we've missed any of your favorite activities, restaurants, or bars in the comments section. As a tip: this list will work well for events planned in the Meatpacking District, Chelsea, Flatiron or Midtown. Enjoy!

Foodie Guest

Chelsea is home to a number of new restaurants as well as some old classics. Our list includes everything from delicious cafeteria-style barbecue to the #4 ranked restaurant...in the world.

1. Stroll through Eataly, Mario Batali's food emporium which is meant to feel like a genuine Italian market with places to shop for fine cheeses and charcuterie, drink wine, or have a delicious meal at one of their seven sit-down restaurants.

The enormous cheese collection at Mario Batali's Eataly. Photo courtesy of Flickr user wallyg.

2. Splurge on the 11-course, 5 hour tasting menu at the #4 restaurant in the world, Eleven Madison Park. The food is immaculately prepared, presented, and served in a beautiful art deco building located on Madison Square Park.

Slow Cooked Poussin with Hawaiian Blue Prawns and Seaweed at Eleven Madison Park. Image Courtesy of Flickr User djjewelz

3. Drink a finely crafted cocktail or choose from a literal wall of whiskeys at Maysville. There is also delicious smoked & charred food and raw & chilled seafood for your enjoyment, all served in a thoroughly modern, granite-accented setting.

4. Go casual with some delicious (and refreshingly fun and informal) barbecue at Hill Country Barbecue Market. There is an array of cuts of meat as well as delicious sides to choose from, all served on simple brown butcher paper.

Hill Country Ribs, Chelsea Restaurant

Adventure Seeker

Believe it or not, there's a lot of flora and fauna even in the heart of Manhattan. The following are a few activities for the adventure seeker or outdoors-inclined attendee, with plenty of activities that allow for stretching your legs post-event while exploring some more off-the beaten path locales.

1. Built along 1-mile of a former elevated railroad, the Highlineis an oasis that weaves through buildings, murals, and above bustling streets. Keep an eye for the rotating art installations and beautiful landscaping that changes with the seasons as you walk. Tours are available through various organizations, including Friends of the Highline.

The Chelsea Highline, perfect for an afternoon stroll. Photo courtesy of wasabi_bob.

2. Walk or bike along the 32-mile-long Hudson River Greenway, surrounded by trees, landscaping, art and of course the river. Most parts of this pathway are on the same level as the water, which allows for a great escape from the density of New York City's streets.

Photo courtesy of Flickr user cityprojectca.

3. Check out a sporting event at the famous Madison Square Garden. The iconic Garden is home to not only basketball and hockey, but also to various concerts featuring high-profile artists as well as the unexpected annual Westminster Kennel Club Dog Show and Professional Bull Riding event.

4. Have a burger and beer on The Frying Pan, a bar and grill located on a historic lightship. As expected, the location offers fantastic views of the Hudson.

Photo courtesy of Flickr user katie_cat.

Art Lover

Chelsea has a well-deserved reputation for its world class art galleries and fashion-forward denizens. The neighborhood is a haven for anyone with sophisticated tastes or simply a love for creativity and art.

1. Peruse the Chelsea Galleries. From paintings to photographs to installations, the galleries have it all. Make sure to check the times and locations on the easy to use chelseagallerymap.com.

Photo courtesy of Flickr user ericparker.

2. The Highline makes for a great walk and features a number of art-installations that change every so often. As you're walking, make sure to look to your left, right, up, and down for both public and private murals and street-art. There are a few iconic ones, but many of them don't last for very long (including the one below).

Photo courtesy of Flickr user derekb.

3. Grab an inspired cocktail at the beautiful garden-in-the-sky rooftop bar and restaurant, Gallow Green. The location is extra-special due to its location above the McKittrick Hotel, home of the interactive and immersive play Sleep No More.

Photo courtesy of Flickr user sarahkerens.

4. Never had a Shake Shack burger?  The Shake Shack location in Madison Square park not only features delicious comfort food, but is also surrounded by ever-changing public art installations as well as some gorgeous, historic buildings.

Convenience Seeker

This list includes activities within four blocks of HELEN MILLS for the guest who wants to experience great things...very close by. From music, to great food, to art, to a low-key evening. We've got you covered.

1. Play a vintage arcade game and enjoy one of the 24 beers on-tap at Barcade. The bar also features delicious pub food as well to round out the unusual (but winning) combination.

2. See live country music and eat great barbecue at Hill Country Barbecue Market. A fun and unexpected way to spend an evening in the heart of Manhattan

Photo courtesy of Flickr user notoriousjen.

3. Take a stroll through Madison Square Park. The park is home to the much-loved Shake Shack, a number of outdoor art installations, a gorgeous fountain and a bustling dog park.

Photo courtesy of Flickr user shellysblogger.

4. For a relaxing evening stroll, check out the iconic and intriguing Flatiron Building. If you look closely, you'll notice the ornate facade, complete with Medusa heads and terra cotta flowers.

Photo courtesy of Flickr user thomashawk.

Choosing an Event Space in New York City Doesn't Have To Be Hard.

With high stakes and tons of options, choosing an event space in New York City can be challenging. Make it simple by identifying your needs, recognizing the important considerations and potential pitfalls, and letting the right venue stand up and identify itself.

Here are 5 helpful tips to make your venue search easier:

Traditional vs. Non-Traditional?

Narrow your search immediately by deciding between a traditional or less traditional venue. This is where your guests come in. Ask yourself, what are they used to, what do they expect, and is it time to shake things up?

Traditional venues like hotel ballrooms and banquet halls provide a distinct experience:

• Attendees and clients will mostly be familiar with surroundings.

• It’s a safe route with time-tested results.

• There may be fewer things for you and your team to decide and customize.

Non-traditional venues provide a unique experience with special considerations:

• An interesting space instantly makes your event memorable.

• The choice must be carefully considered, so the venue enhances your goals and attendees’ experience.

• You will have more opportunities to brand and make the space your own.

If you don’t have a gut reaction for which route to take, put yourself in the shoes of your attendees. When they receive your invitation, what type of event space in New York City are they picturing? What would make them excited about the event? Your choice can be unexpected, but it should feel right.

Identify Your Needs to Easily Narrow the Search

Before you start thinking about the finer details, make a list of the key elements of this specific event. Are you hosting a product launch? Will a panel of speakers need a prominent staging area? What features or amenities could make or break your event?

If the quality of one particular aspect—be it catering or multimedia hookups—will determine the success of your event, hone in on those key features first. Make a list of must-haves and rule out venues that don’t fit.

As you develop a picture of your ideal venue, pause to check all the important criteria:

• Does the venue provide staff and catering services?

• Can I make the venue’s furniture and rental items work for my event and budget?

• Will all the necessary audio/visual and tech components be supplied? How easily can I create impactful presentations in the space?

• Does the event space represent our brand? Is it appropriate for this particular event?

• Does the venue help you work with your budget? Do they provide clear information on costs and estimates?

Expect Details and Information Upfront

Venues should bring to the table all the information you could possibly want. From floor plans and schematics to a portfolio of past events they have held, you want to see a wealth of information to give you ideas and accommodate your staff and vendors.

Feel confident about venues that have great information available before you even ask. Even if you think you don’t need all this information, you might need it later.

Personal Interaction

Renting an event space in New York City is an undertaking that requires a great relationship with the venue staff. Even if you plan and host events regularly, you need helpful staff to answer your questions and guide you through everything venue-related.

From the first phone call to post-event paperwork, your interaction with the venue should feel personal, communicative, and helpful. You need attentive, listening staff who will go above and beyond to understand the needs of your event and make it happen.

You should also feel confident about the communication between various vendors. Will the venue coordinate other services on your behalf? Do they have preferred partners for extra services and do you feel like you get a personal touch from all of them? It’s your event, and it should feel like it.

Consider Image and Reputation

You’ll be supplying the real content of the event, but guests and attendees will also remember you by a general impression of how enjoyable, professional, and well-managed the venue seemed. Venues with a sterling reputation and a impeccable facilities can turn a good event into a great event with wow factor.

Your invitees will be searching information on the venue before attending. Do you feel good about the reputation of the event space in New York City review sites and on social media? This is the first impression on your audience. Make sure that your venue projects the right tone and quality level that you want associated with your event.