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4. BOOKING THE LOCATION
It's never too early to be looking for the proper facility for your party. The larger the guest list, the earlier you
need to start looking as places to host large gatherings are scarce compared with smaller party rooms.
We booked the wedding hall nine months in advance and were fortunate it was not already booked. You may
have to pay a deposit to hold the room, but generally speaking, do not pay for the room until the time of the event.
If you intend to serve alcoholic beverages, be sure your contract allows it.
Recently I have been
required to pay for insurance coverage at about $100 when hosting the event on Church property. The
insurance was my responsibility because the party was not a Church function, but a private party by a
member of the Church. It surprised me, but now I know to expect such a fee, payable before hand.
When setting the contract time, allow at least two hours for setting up and 2 hours for cleaning up afterward. I
recommend negotiating a setup time on the previous day, if at all possible. Just a few hours will do it and then,
you will be fresh on the day of the actual event.
Possible locations for your party could be your own home or that of your friends, a Church Hall, a Community Hall,
a Condominium or Housing Complex center, VFW or Knights of Columbus or American Legion facilities or the local
Senior Center if appropriate. With a young crowd, you could use the picnic area at the local state park. The
outdoor setting is not a good choice for the Not-so-Young because many of them need a controlled environment and
comfortable chairs for their aching backs.
Book early and look for upfront liability insurance fees. The larger the guest list, the earlier you need
to book because of the availablity of rooms your size.
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