75 Grand Army Highway (Route 6) Swansea , MA 02777 • MA Line: (508) 678-3901 • RI Line: (401) 861-2780 • venus@venusdemilo.com

Hiring Vendors for a Southeastern Massachusetts Event Venue

Hiring Vendors for a Southeastern Massachusetts Event Venue

One of the trickiest things about planning an event at a local banquet hall in Swansea, MA is choosing the vendors that will provide you with the services you need to pull off a successful event. Whether you are planning a family reunion or corporate events in Swansea, the best place to start is by speaking with the event coordinator at the venue. Some facilities have restrictions regarding vendors and only allow you to work with people who are pre-approved, authorized, and insured with the venue. The old saying, “once burned, twice shy” can apply to vendors and the truth is that if the venue has had issues with certain vendors, you don’t want them providing services at your party anyway.

Vendor Options for Parties & Events
As you start planning all of the details for the Southeastern Massachusetts event venue, you will start to have ideas about certain things that you will need to include. For formal events, such as grand birthday parties, wedding receptions, and awards dinners, certain services will be required. Photographers, videographers, florists, valet service, tuxedo rentals – these are all considered to be outside vendors. Some services may be available at the banquet hall in Swansea, MA, such as the valet staff for on-site parking, limousine service for arrivals and departures of special guests, food service for cocktails, plated dinners, and Hors D’ Oeuvres. Just make sure to discuss your needs with the venue before you start hunting for vendors.

You may want to bring other outside items into the venue that won’t necessarily require vendor services to be on-site beyond the initial delivery, such as balloon bouquets and other decorations, and things like specialty cakes and desserts. Again, make sure to work with the event venue on every single thing that is coming in from the outside. Not only might they have local referrals that they can provide to help you check things off your list, but the might be able to save you from hiring a company or service that they have had problems with in the past. You don’t want to get everything together for your personal or corporate events in Swansea only to have a major vendor just drop the ball and not show.

Make Sure to Get a Contract
This is a very important part of planning a family reunion, wedding, or another landmark event. Contracts are essential to the success of your relationship with any vendor, including the venue where you will be hosting the event. Everything that you agree upon with each service should be put in writing. Everything gets written down, signed, and a deposit is given to guarantee the date and the service that will be provided. Read every single thing in your contract and go over receipts as soon as you get them to ensure that everything is in order.

Some of the things that you will want to be noted in your contracts include:

  • Flexibility Options – If you are planning a family reunion outdoors in June, but Mother Nature has other ideas, you will want to know what your options are for moving the party indoors. If this isn’t an option that is already included, make a request and see if you can get it written in and added. If your request isn’t unreasonable and space is available, the chances are good that it will be accepted.
  • Finalize by Date – Some contracts can be open-ended at the beginning, such as ordering 200 cupcakes for a birthday party, but not finalizing the details regarding the color, flavors, decorations, and other specifics. The contract should include information that requires finalization from you by a specific date to be confirmed in writing. Depending on the service, whether flowers for centerpieces, song lists for DJs, or the number of tables at the banquet hall in Swansea, MA, you will still need to be ready well in advance of the event date. This allows you to put a deposit down and secure the services of the vendor even if you aren’t 100 percent sure on what you want.
  • Specific Details – Certain details must be included in the contract from the very beginning. Again, when you are planning a family reunion, a formal wedding, or corporate events in Swansea, you will want to ensure that the date of the event, the time of the event, the names and parties involved in the agreement, the deposit amount and final payment dates, contingency plans, detailed description of services, and any insurance requirements are spelled out specifically. Anything else that you want to be included or that the Southeastern Massachusetts event venue requires of the vendors should also be written out in the contract.

Contact Venus de Milo for Event Planning
If you are planning an event in the next year or so, and require the services of a banquet hall in Swansea, MA, make sure to contact the world-famous Venus de Milo and take a tour of our facility. We can assist you with all kinds of social events, including weddings, birthdays, family reunions, anniversaries, and corporate events in Swansea. Give us a call at 508-678-3901 to find out about availability, to schedule a tour, or to learn more about the options available at our popular venue.

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