Dallas Corporate Events

Some venues include many services and amenities in the rental fee, while others operate on more of an ala carte basis. To avoid unexpected fees, ask the venue to provide a list that shows exactly what the rental fee includes, along with a breakdown of fees for ala carte services. The venue should also be able to provide an estimate of expected taxes and service fees (and explain exactly what the service fees cover). Rental fees may also vary by season with higher rates during the venue’s busy season. If your budget is tight and your schedule is flexible, ask the venue if they offer discounts during certain times of the year.

The venue should provide information on deposit requirements, when the final payment will be due, how far in advance you can cancel, and whether you’ll lose any, all or a portion of your deposit if you do cancel. Venues should also be able to provide information on payment plans upon request.

Along with cancellation fees, venues will charge penalty fees for any damage sustained to the venue or property owned by the venue. The venue may also charge a fee if you don’t vacate the venue at the scheduled time or clean up and remove personal items, leftover food, trash, etc., if that is included in your contract. Penalty fees vary from venue to venue, so ask the venue to provide a list of fees, so you know what to expect.

Depending on the number of attendees expected and types of activities planned, some venues are better suited than others for different types of corporate events (team building activities, client meetings, sales meetings, training sessions, trade shows, client and employee appreciation events, holiday parties, etc.). If you share your goals and expectations with the venue’s event coordinator, he or she can help you determine how the venue can (or cannot) best meet your needs.

If you require A/V equipment, video screens, microphones, WiFi, live streaming, etc. for your corporate events Dallas, it’s essential to make sure the venue can accommodate those specific needs. Larger corporate events may require more power, extra A/V equipment, faster WiFi and advanced technical expertise. If the venue can’t provide those items, they may recommend hiring outside vendors for additional support.

Some venues don’t provide catering but any reputable venue should be able to provide a vetted list of trustworthy caterers for you. Venues typically refer caterers they have worked with before and respect, so their recommendations are golden. At DFW Celebrations, we enjoy matching corporate events Dallas clients with caterers who meet their quality, budgetary, and culinary goals.

Venues that provide onsite catering services typically prefer clients to use their caterers instead of bringing in outside vendors. The same holds true for bartenders and servers. More often than not, those venues also charge a fee for bringing in outside food, catering services and staff. At DFW Celebrations we welcome clients to bring in their own food and catering services, no fee required.

It’s important to find out whether your employees or guests will be able to park onsite or if you will need to look into options for offsite parking or a shuttle service. Some venues offer ample free parking, like DFW celebrations, while others may charge a fee to park in a ramp or lot, or pay for valet services.

All employees and guests should be able to enter and navigate throughout the venue with ease. Ask the venue’s event coordinator to explain how the venue can accommodate persons with disabilities (via ramps, elevators, restrooms, etc.) and address any other special needs and requests.