
Cocktail Party Venue Checklist
© David Newton 2024
Key Items
Check;
1 Separate room area for your group or partitioned room area (near to the bar or main bar)
2 Venue is not too loud or crowded at the time you want the event. Must be able to allow normal speaking volume for conversation without shouting to be heard.
3 A venue that’s close to public transport and is well lit at night time including nearby parking
4 Drinks must be from a “cash bar” – i.e. your group must be free to buy their own drinks (as individuals) as and when they like
5 FOOD: The venue must have nibbles / finger food / gourmet food snacks (small enough portions) that’s low priced yet still good quality and well presented
6 Note: some venues will have a free finger food deal for social groups for happy hour groups that are able to (as a group) spend at or well over a set figure of drinks purchases
7 Ask for a look at the diary and to see if they have availability on the night(s) you potentially want and that other groups haven’t booked out the place for that date or time when you’re on
8 Like everything so far? … Do not waste time, make a booking and grab a date then and there, you can confirm in writing (via email) when you get home
9 Before you leave take photos of the venue and space for your event, you will need some of these for your own promo material, including outside the venue pictures of what the place looks like from the street &/or grab photos they have online in addition to yours
10 Take a copy of their finger food or bar food menu(s) you’ll need these to work out your catering options and financial projections
Venue Alternatives Checklist Notes
© By David Newton 2024
If you have to use an alternative for a “one off” event or a regular venue location that is NOT a bar or hotel location
Item
Description
Done
1 Insurances
If it’s a “blank venue” or rented space you may have to have your own insurances. Some places won’t let you hire unless you have your own insurances in place.
2 Bathrooms
Mundane as it sounds – even a nice restaurant venue is worth a look first at the bathrooms and to look at the state they’re in for yourself
3 Parking
Preferably right beside, under or in a well lit high trafficked location near the venue, above all it must be safe.
4 Under 10 kilometres of CBD
To get the highest numbers for your event you’ll need to hold your party close to all the transport hubs and public transport networks near your event
5 Cash Bar & Registered Staff
If you’re using a hired ‘blank space’ employ legally registered and trained bar staff. This is a minimum level commitment.
6 Venue cleared for alcohol serving
A basic requirement at a public venue space. In some places your hired venue may need to conform to local council requirements or state based regulation. Be sure to check this is cleared.
7 Visually appealing
When using an alternate venue make sure that the place has a “wow feeling” to it once they look at it or enter the room. This ensures your future events get more bookings. People won’t bring their friends if they think you’ve picked tacky and cheap (Horror!) places to meet.
8 EASY TO BOOK
No “IOU”s or complex forms or a friend or relative “just doing you a favour” your venue must be totally free from all of that so you run the show your way, if any of these issues arise you must walk away from it and find your own deal
9 Food catering
This needs to be simple elegant and visually appealing to your guests – it may well be finger food, but everything you do has to pass the judgement of your paying customers. Don’t try to skimp on quality when you cater.
10 Post event cleaning
You’ll need to leave the event clean and tidy even if its cleaned by the owners afterwards a good last impression is vital for rebooking it again or as a reference that you are caring client/tenancy
Confirmation Email Specs
© David Newton 2024
Upon getting your venue confirm it as quickly as you can. There’s always a change someone else could secure the venue space ahead of you and you’ll need to restart searching again.
Also you must email confirm all future bookings via email for each individual event you organise.
Key points you need to cover:
1. Addressed to the event manager at the venue or owner
2. Date and time start and time end
3. Numbers expected to attend (or range from and to)
4. Any special requests or noted points for the event
5. Your own contact details and especially your mobile phone number
Here’s an example from my emails.
======================================
To: (EVENT MANAGER@venue)
Subject: Booking for Friday 30th July for 40 pax Tracks Bar
Hi (EVENT MANAGER)
Hope all is going well.
Booking for Tracks Bar Friday July 30th at 5.30PM
For approx 35 to 40 people.
warmly,
from David
SAMPLE TEXT
(NAME OF YOUR GROUP HERE) Drinks + Nibbles Night at Richmond Friday (MONTH AND DATE) at 5.30PM at (VENUE NAME) (ONLY $10 entry to this event pay when you arrive at our check-in table)
When: Friday SEPTEMBER 30th 5.30PM start, event goes till (approx) 8.00PM-ish
Only $10 per person: Pay David Newton at door on the night (cash or cards)
Venue: (VENUE DETAILS HERE) - Look for our ENCLOSED MEETING AREA with the "Baby Boomers Melbourne" signs near the concierge desk area. My number is 0416 364 075 if you need help locating our venue.
After Work Wine Time and Nibbles - Join us for an exciting night at the (VENUE NAME) at Richmond. $10 entry to our event, you will get some great company, a selection of nibbles food to eat on the night. (Please ask your friends to join with you, the more the better for our event.)
*Please note if you are 'extra hungry' please order your own meal at the venue, we will only be providing a limited nibbles on the night to facilitate conversation. Do not get greedy and eat all the food which is for others
NB***No time-wasters who book and no show or cancel at the last moment.
How To Get There:
Trams - 48 and 75 go past the door
Cars - plenty of parking in the area
SAMPLE EMAIL TEXT
Friday, Sept 30th 5.30PM - Wine Time And Nibbles Social Night At Richmond
Location Venue: (VENUE INFO HERE AND LOCATION), Richmond
After Work Wine Time and Nibbles - Join us for an informal night at the (VENUE) at (SUBURB). $10 entry to our event, you will get some great company, a selection of nibbles food to eat on the night. (Please ask your friends to join with you, the more the better for our event.)
*Please Note; if you are 'extra hungry' please order your own meal at the front counter, we will only be providing a limited nibbles on the night to facilitate conversation. *Do not get greedy and eat all the food which is for others*
$10 EVENT ENTRY: Its only $10 per person, please bring a $10 note, or 2 x $5 notes, to speed up your registration.(Cards welcome also)
Note: We now take contactless card payments at all my events.
***Yes, ask your friends to come too. A great way to socialize.***
Book Now -
(yourwebsite page link goes here)
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