Develop a Resource Notebook

Planning our women’s Christmas event last year was difficult, and here’s why.  We had an early November retreat which had us all very busy at the time when we should have been finding and reserving a venue or meeting space and caterer.  Obviously, we were at fault for waiting too late to start the process; however, the job would have been infinitely easier if we had had a resource listing restaurants and hotels with private meeting spaces, and information specific to those locations.

So, this year, we are developing a resource notebook, doing the research ahead of time for venues and caterers.  As we run into venues that are a possibility for a women’s event, we are filling out an information sheet that will be put in our resource notebook. This informations sheet contains information such as contact information, number of people the room can hold, type of tables, holiday decorations, rental charge and any extra fees (sound, etc.)  Obviously, prices may change and are dependent on other factors.  However, we can have at our fingertips notes on the number the venue can handle with tables and chairs, basic room rental charges, extra charges, what decorations do they provide-fun facts that would help us determine if a venue would be appropriate for our needs.

Take a look at our Venue Catering Information Sheet.  We may revise it as we use it more.  Do you have any suggestions?