You’ve just booked a venue you’re confident will accommodate all of your guests. But after the dance floor goes down and the buffet tables go up, the room suddenly seems about as big as a walk-in closet. What happened to all that cavernous space? If you need some help calculating the space you need for your event, then Ultimate Event’s Sales Manager, Mike Whaley, is happy to help. Find out how to figure out the correct amount of space you’ll need for your event (including the extras that take up so much of your room’s real estate) so that your guests aren’t forced to unintentionally do the two-step together.
Q. Tell me about Ultimate Events, Inc. and what you do there.
A. I’m Sales Manager at Ultimate Events, Inc., where we offer tent, floor and party décor rental equipment for everything from backyard barbecues to national corporate events, festivals, church outings, conferences, weddings and more. We are truly a one-stop shop for all event and party rental needs.
Q. Is it simply the number of guests that determines one's space needs, or are there other factors to consider?
A. Key considerations are the dimensions of the space, the planner’s vision, the number of guests expected, and the type of event being held. But there are other factors to consider, too. For example, many planners forget that a stage takes up a big foot print. So, if you have a space that’s 40x100’ and put down a 20 foot stage, you’re actually losing 20x40’ of space because the sides of the stage are generally not used for seating. A buffet line also takes up a large footprint. A planner needs to consider guest comfort and ease of placement, any seating around it, as well as traffic flow around the tables. If you need an area for photos, that’s also a consideration. An area for any kind of display should also be taken into account as well. All of these factors will determine the space you’ll need to accomplish your objectives.
Q. What other things should a planner look for when contemplating the space available at a venue?
A. The general layout of the room should be considered. Where are restrooms located in relation to the main event? Is there a safety plan in place? Clearly marked exits? How will guests get from point A to point B? How and where is food cooked, delivered and served? Are there special permits that will need to be obtained? All these things need to be considered.
Q. Anything else you’d like to add?
A. From the perspective of a rental agency, I can tell you there are other things that often go unnoticed. For example, when does equipment go in and when does it come out? Does the planner need to be present at the venue when equipment is delivered? It’s important to know in/out times for pickup and delivery. For example, an event may start on a Friday evening, but the venue may actually allow equipment to go in Thursday night and not need to have it taken out until Monday morning.
Also, when does the event start and does the venue allow for early entry time? This information can help vendors from a delivery standpoint. If they’ve got 200 functions they’re servicing over a weekend, they want to be able to prioritize deliveries. If your event starts at 2pm and the one across town starts at 3, they’ll make sure your equipment delivery is at the top of the list.
Every event has its own chemical makeup, which makes this business dynamic and interesting. I’ve been in this industry for many years because it’s fun and exciting. Hearing “good job” from the clients makes it all worthwhile.
Mike Whaley has been working in the event rental industry for eighteen years. He began his career in Phoenix, Arizona in the spring of 1996, then relocated to Minnesota in the spring of 2009. He is currently the Sales Manager for Ultimate Events, Inc. Mike enjoys any and all sports and outdoor activities with his son, family, and friends.
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