The holiday season is months away, but it’s never too early to start planning those holiday parties, especially in New York City. Although there is an abundance of unique venues spanning all five boroughs, they can book up quickly. NYC offers every kind of venue you could imagine, from chic rooftop bars to elegant banquet halls and everything in between. No matter what type of event you’re hosting, NYC has the perfect venue. However, with so many choices, it can be a challenge to narrow down your options.
We help you decipher what considerations to make and what to prioritize while deciding on the best venue option. Holiday parties are about creating shared experiences, celebrating achievements, and showing gratitude to those attending. Let us help you get started with a step-by-step checklist of what you should be looking for when selecting a NYC venue.
Determine the Guest Count
Knowing the number of guests that will be attending should be at the top of the checklist. This will significantly narrow down your list of options. If you’re planning something more intimate, you’ll need a smaller space, such as a restaurant or a cocktail lounge. If you’re planning on having a high guest count, you’ll want to look for a banquet hall or a hotel. Additionally, decide if you want your guests to be standing, seated, or a combination of the two.
Location, Location, Location
As the saying goes, location is important. Guests want to attend events that are convenient to get to and are easily accessible. If you’re planning a holiday party for co-workers, consider choosing a venue that’s close to your place of work. If you’re planning a party for friends and family, consider where they live and what transportation options are available to them. A venue that’s close to public transportation or has parking available is ideal.
Establish a Budget
With any event, establishing a budget is a top priority. There are various costs that come up when planning a party and the last thing you want is for the venue cost to take up the bulk of it. Some venues charge per person, some per hour, and some have minimum costs, so it’s important to know how much you have budgeted for the venue before you start your search.
Find Out What is Included
Once you know how much the venue budget is, you’ll want to ask each venue what is included in their costs. Some will have in-house catering, while others will require you to coordinate your own. Some have on-site staff, and others do not. Some offer security, and others won’t. The list goes on. Always ask about a venue’s amenities and decide if they’re important to the type of event you’re planning. Their amenities could save you money or could be more costly. It’s entirely dependent on the size of your event.
Venue Type and Atmosphere
The venue type should reflect the theme and atmosphere you’re trying to achieve. Holiday parties are meant to be festive, with twinkling lights and seasonal decor. Some venues already decorate for the holidays so your decor budget could significantly decrease. Others will allow you to bring your own decorations in to spice up the space. NYC has traditional venues such as restaurants and event halls, while also having more unconventional spaces like art galleries, rooftop bars, speakeasies, and historical buildings for a more unique guest experience.
Availability and Early Bookings
The holiday season in NYC is truly magical, and that means it’s one of the busier seasons in the city. Companies and families alike want to host their holiday parties in the heart of this winter wonderland. Venues book up quickly, so it’s important to get your event planning ball rolling as soon as possible. Some venues even offer early booking discounts!
Questions to Ask Each Venue
- What dates do you have available?
- What is your max capacity?
- What is the cost?
- What amenities are included?
- What’s the latest time my party can go?
- Are you ADA-accessible?
- Is event insurance required?
- Is a deposit required? If so, how much?
- Do you have preferred vendors we are required to work with, or can we choose our own?
- Is parking available on-site?
- Are there any noise restrictions?
- What is the cancellation policy?
The Event Planning Pros at EMRG Media are Here to Help!
Planning a holiday party can come with challenges, but we are here to help! The event professionals at EMRG Media have over 25 years of experience planning these memorable party experiences. Our dedicated team will listen to all your needs and customize planning that’s perfect for your event. We can assist you in not only choosing the perfect venue, but we’ll help check off everything on your planning list. Contact us today, and let’s get the party planning off to the right foot!
