Selecting the Venue

To aid in your search for the perfect venue for your event, ANR Event Services is compiling a list of county facilities available for hosting events. This list is available (to MSU Employees Only) as a download on SharePoint at: Download Spreadsheet. Please help us expand this list by emailing information regarding the facility including location, contact information, and rate/usage specifications. 

Your venue selection sets the tone for your entire event, so be careful in your selections. When selecting your venue, consider the following:

  • What type of facility will help you meet your objectives?
  • What type of facility has the services and accommodations you need to make your event successful?
  • Which location and facility best suits your budget?
  • Is parking free?
  • Is the venue easily accessible for guests?
  • Is the space sufficient to accommodate everything on your agenda, as well as all of the invited guests, staff and equipment?
  • Do they have a kitchen onsite? If so, what is the price for meals and beverages? If not, can you bring in your own caterer?
  • Is weather a consideration?

As you’re doing research on various locations, don’t be afraid to think outside of the box. While traditional locations such as hotels, conference centers and meeting or banquet halls are good locations, they may or may not be the best option for your event. Think creatively and look at non-traditional locations such as county buildings, libraries, farm shops, restaurants, historical venue or parks. If you’re planning an outdoor event or an event a non-traditional location, take into consideration that weather can be a significant concern, as are some of the challenges in obtaining things like power sources, water supply and restrooms. Extra permits and fees may also be required. Do your research, as some venues may be more affordable, or in some cases - free, or may offer more ammenities.

After you compile your list of potential locations, make sure you perform site visits (if you haven’t recently seen the facility) before making your final decision. When performing your site visit, take note of the following:

  • Condition of the grounds and parking
  • Condition of carpet, paint, and decor
  • Condition and appropriately sized draperies/skirting
  • Adequate room size and capacity to hold event
  • Flexibility to adjust room layout/tables
  • No visual obstructions within room
  • Indoor lighting (flexibility to adjust/dim sections)
  • Ability to control natural light
  • Limited noise distractions in hallways/behind walls
  • Event room away from kitchen
  • Nearby restroom access
  • Nearby medical access

You don’t want to leave anything to chance, and discovering the venue you chose is run down, ill-managed, or worse, can quickly spell disaster on the day of the event.

Venue Fees

  • What is the venue fee?
  • What does the venue fee include?
  • Are table, chairs and linens included in the venue fee?Is security and liability coverage included?
  • What is not included in the venue fee?
  • Is there any cost for parking?
  • What is the price range for a seated/buffet lunch and dinner?
  • What is the price for breaks and beverages?
  • What is the cost of hotel rooms?
  • What is your cost per person and per food item?
  • What are the bartending and bar set up fees? (if applicable)
  • What are the fees and how do they charge for providing additional services? Such as A/V Equipment, sound, tables, chairs, staging, etc.
  • What modes of payments are accepted?
  • What are the payment, refund and cancellation policies?
  • Does the fee include all other taxes?
  • What is the service charge?

Don’t be afraid to negotiate the rental fee for your chosen property to ensure you’re getting the best deal.

Inquire about audio/visual equipment. Nearly every event incorporates one or more elements of A/V. Confirm the availability of each of the following (if needed):

  • High speed Internet access (wired/wireless)
  • Microphones: lavaliere system and standing (# needed)
  • LCD projectors and hand-held remotes
  • If applicable, can you bring your own A/V equipment
  • Appropriate screen sizes and draping options
  • Easels, white boards and supplies
  • Outlets (# and locations throughout room).

Explore all catering options. It’s  important to select the right food and beverage for your event. The facility’s sales manager will have suggestions, but you should ensure you know the full range of choices. Confirm the following:

  • Full service on-site kitchen operation.
  • Detailed menu & serving options.
  • Meet the executive chef if possible.
  • Taste test the the menu you’re considering.
  • Ask for a copy of their banquet menus.