What questions should I ask the coordinator at the hotel?

Question

I am meeting with a lady at the hotel tomorrow in regards to a party I am having at the hotel. What are some good questions I should ask? Do I need to know about insurance and such?

Answer 1

-How will the tables be set up?  They will probably have some good suggestions for you depending on the number of people or you can tell them how many people you wanted seated at each table and how you want them set up...do you want  U shape, scattered around, etc?

-How many people does the room hold?

-What will be provided on the tables?  Can I bring in decorations or other items to put on the tables prior to the event?

-How long can I have the room?  Do I get charged if I go over the time allowed and decided upon?

-What is the rule on volume...of music, of people?

-What kind of catering do you provide?  Ask to see a list of menu options for food and drink and the cost.

-Do you allow us to hang decorations on the walls?

-How is the lighting controlled?  Can I turn it up or down as I see fit?

-What is something is wrong on the night of the event?  Who is my contact and how do I get ahold of them when I am having my party?

-Make sure that if you are serving buffet food you give them an exact time of when you want the food to be set out and ready for people to eat.

You will sign a contract that should include all the details...make sure everything is in writing...including total projected cost of the room, food, drinks, music, and any insurance.  

Do you want to put a table outside of the room to greet your guests?  You can ask the hotel coordinator if they can provide a table.  They are usually very accommodating to people that rent rooms for parties.