Planning a corporate event can potentially be a daunting task. There are so many moving parts and people to please. Where does one even begin?
One’s thoughts might go to selecting the perfect theme for the event at hand. You may think selecting a caterer is the most important vendor to secure. Perhaps the picking the perfect DJ will make the difference. Pictures, or did it even happen? Leads to: Must secure the right photographer! While these are all important components to any event, the first step should be to secure the perfect venue.
Where an event is taking place can impact all of the previously mentioned details. Does the venue allow all vendors, or must you choose from a list of approved vendor teams? Will your selected theme be complemented in the space? Is set-up of furniture included or is the client responsible for this? When does venue access begin on the event date? Is the desired event date even available? You wouldn’t know the answers to these questions without knowing your venue’s restrictions and policies.
This is why venue selection in the initial stages of planning is crucial to any major gathering. You need to know whether your favorite DJ is allowed to work in the venue before you book them for that date. One of the first questions your caterer will ask is “Where is your event?” so that they have an idea of the space they’re working with so that they can start planning their own logistics. You want to know the answers to these questions before they’re even asked.
WE’VE CONSIDERED AND INCLUDED TIME FOR SET UP: Personally, I cannot tell you how many times I have had to set up an entire event (including furniture!) an hour prior to start time; Being forced to incorporate a quick change at the venue right as guests begin walking in. As a result, I'm typically a sweaty mess and admittedly exhausted about the time it's appropriate to hit the dance floor. This is something that would not happen at the Vox Theatre. Here there are three hours of set-up time built into the rental fee. We will design, set, and strike your very own custom floor plan for your event. Whenever you show up for your scheduled set up time, the tables and chairs will already be arranged according to your approved room lay-out. When you secure the table linens through us, they will already be covering the tables. Simply pop-on centerpieces, load-in alcohol (if you’ve elected to provide this yourself), and then go get ready to party! Depending on availability, these set up hours can be arranged as soon as the day before. This time can also be used to do a quick run-through of any potential presentation; Providing precious peace of mind. Choose a venue that has considered and addressed these aspects of event production.
OPEN VENDOR POLICY: One of the many reasons to choose the Vox is that we allow any licensed and insured vendors teams. While we gladly provide a list of fantastic, preferred vendors, know you are not limited to these suggestions. We love meeting new catering companies that our clients select to work with. On-site, full prep-kitchen available that any catering team can make theirs for the day. Seeing different styles of DJs is one of the best parts of working with multiple music producers. The Vox happily provides DJs with a linen-covered table and appropriate outlets. We love getting the opportunity to see how different photographers capture the Vox through their own unique lenses. All of this is made possible with our open vendor policy.
BE A GUEST AT YOUR OWN EVENT: All events include a dedicated on-site host. This person arrives two hours prior to event start time and is here to maintain the space; Restocking restrooms, adjusting venue lighting, and taking out trash accordingly. At the Vox, vendor coordination is standard practice. Clients share their chosen vendors contacts with our venue manager and their load-in times are scheduled so that your event host is the individual meeting and directing vendor teams as they arrive. This enables the client to arrive with the rest of their party, as there’s no need to be at the venue early to let in and instruct the DJ on where they're to set-up, as an example. Here at the Vox, that part is done for you, saving you time and allowing you to enjoy the evening along with the rest of the guests.
So many factors are crucial to consider when planning ANY corporate event. Choosing the right venue can immediately save you not only money, but arguably more importantly, precious time. Let the event experts do most of the heavy lifting for you; We work, you party!
Katelyn Duesterhoft is the Venue Manager at the Vox Theatre Event Space. This Texas native enjoys experiencing Kansas City hot-spots with her fiance, Daniel. When she gets a rare spare moment, you'll find her painting or creating in her basement art studio.