hen the ice runs out, the party's over. It's the same as saying that when the alcohol's gone, adios. Nobody likes warm drinks.
So how much ice does a 250-guest event serving ice cold cold beer and mixed drinks require? We believe that you shouldn't have to know, but let's say it's 750 pounds. That's what we have onsite at Clementine at the start of every event. Coincidence? No matter, but purchasing 750 lbs of ice, and hauling it to the venue will cost about $1000. Of course, you'd have to realize you needed it in the first place.
Ice is just one example of what is usually not on a host's radar. And if you discover one surprising omission at a venue, you're bound to find others. Recently, client Bret Tuck, owner of Edley's, told me that he knew that by including ice we had included almost everything. If only all of our clients owned restaurants.
Venues always asked "what's included?". A better question is what doesn't the venue offer that your event absolutely needs.
Sadly, ice is just a drop in the bucket. Some of the far bigger items missing at venues are: sound systems, decorative lighting, video projection, stages, and bar packages. I can't recall an event that didn't need music or good lighting or benefit from BYOB. Like warm drinks, quiet, poorly-lit spaces are party enders. And then there's liability insurance, parking, security, venue manager - even taxes, gratuities and card fees - all of which are usually overlooked by clients before selecting their venue and by the venues themselves who are happy not talk about them.
The obvious outcome of not considering one of these items is the damage done to the budget. A few of these missed items may even exceed the rental cost of the venue!
Apart form unexpected costs, these discovered items will require finding, contracting, and coordinating with the vendors needed to deliver these surprise products and services.
And also be be considered is the setup and take down time associated with these unanticipated vendors.
How we address the hidden cost issues
To avoid these surprise moments, we provide far more at our venues than our clients expect, and we're very transparent about the items we don't provide. We don't get much credit on the front end for providing an audio systems, for example, but it does prevent awkwardness later.
The items mentioned above are all things we include at our venues here at Dragon Park. We list them prominently on our homepage. We don't charge separately for any of them. If all events need the same darned thing, whatever it is, we think it should be provided and included in the rental cost. So that's what we do.
