Questions and answers on booking events in NYC

Event Planning

questions and answers

Photo by Leeloo Thefirst

What kind of amenities are expected in a wedding venue?

Wedding venues often have a wide range of amenities available to help make your special day perfect. Some common amenities you might find at a wedding venue include a ceremony space, reception space, tables and chairs for guests, linens and tableware, and parking. Many venues also offer services such as catering, event coordination, and setup and cleanup. Additionally, some venues may have additional features such as a dance floor, outdoor space, or an on-site wedding coordinator. It’s always a good idea to check with the venue to see what amenities are included in the price of the rental and what additional services are available for an additional fee.

In New York City, the legal restrictions on the sale of alcohol at an event include:

  • The event must have a valid liquor license or permit issued by the New York State Liquor Authority (NYSLA).
  • The sale of alcohol must be limited to the hours specified on the liquor license or permit.
  • The sale of alcohol must be limited to the premises specified on the liquor license or permit.
  • The sale of alcohol must be limited to individuals who are at least 21 years of age.
  • The sale of alcohol must be done in a responsible manner, including ensuring that intoxicated individuals are not served and that measures are in place to prevent excessive consumption of alcohol.
  • The sale of alcohol must be in compliance with all other applicable state and local laws, regulations, and policies, including those relating to health and safety.

Do I need an insurance when planning an event in NYC?

Yes, it is recommended to have insurance when planning an event in NYC. This can protect against unexpected costs or liabilities that may arise during the planning and execution of the event.

How do I calculate a capacity for a seated event based on a venue capacity of 100 ?

To calculate the capacity for a seated event based on a venue capacity of 100, first determine the number of seats that will be available in the venue. This can be done by dividing the venue capacity by the average number of guests per table. For example, if the venue has a capacity of 100 and the average number of guests per table is 10, the number of seats available would be 100/10 = 10 tables.

Next, determine the number of guests that will be attending the event. This can be done by multiplying the number of tables by the average number of guests per table. For example, if there are 10 tables and the average number of guests per table is 10, the number of guests attending the event would be 10 tables x 10 guests/table = 100 guests.

Finally, subtract any additional seating that may be needed for speakers, performers, or other special guests from the total number of seats available to determine the final capacity for the seated event. For example, if there are 10 tables with 10 seats each and 10 additional seats are needed for speakers or performers, the final capacity for the seated event would be 10 tables x 10 seats/table - 10 seats = 90 guests.

What is considered as a late night party event?

A late night party event is typically considered to be a gathering or celebration that takes place after the usual bedtime hours and lasts into the early morning hours. These events may feature dancing, music, and other forms of entertainment, and may also involve the consumption of alcohol and other substances. Late night party events are often associated with a more relaxed and carefree atmosphere, and may be attended by people of all ages and backgrounds.

What kind of amenities are expected in a venue for photo production ?

  • Adequate lighting and electrical outlets
  • Spacious and clean shooting areas
  • Private dressing and makeup rooms
  • Wireless internet access
  • Access to restrooms and refreshments
  • Access to props and equipment rental
  • On-site parking and easy access for large vehicles
  • Flexible scheduling and availability for last-minute changes
  • Access to additional services such as catering, set design, and wardrobe styling.

What things should I consider when choosing a venue for a corporate event?

  • Location and accessibility for attendees
  • Size and capacity to accommodate the expected number of attendees
  • Amenities and facilities, such as technology and equipment for presentations and demonstrations
  • Flexibility and adaptability to accommodate different event formats and activities
  • Catering options and menu selection
  • Parking and transportation arrangements
  • Cost and budget constraints
  • Reputation and level of service provided by the venue and its staff
  • Availability and booking schedule
  • Accessibility and accommodations for individuals with disabilities.

What things should I ask my host before my event in her venue?

  • Is there a deposit required and if so, when is it due?
  • What is the maximum capacity of the venue?
  • Is there ample parking for guests?
  • Are tables and chairs provided or do we need to bring our own?
  • Is there a sound system available for use?
  • Can we bring in our own food and beverages or is there a catering service provided?
  • Are there any restrictions on decor or set up of the space?
  • Is there a designated area for a stage or presentation?
  • Is there Wi-Fi available for guests?
  • Is there a clean-up fee and if so, what does it include?

Do I need to hire security guards for my event if the event is for 1000 guests?

It is recommended to hire security guards for an event with 1000 guests. Large events with a significant number of attendees can pose potential safety and security risks, and having security guards can help prevent and manage any potential incidents. Security guards can also help with crowd control and managing the flow of guests at the event. It is important to consult with a professional security company to assess the specific needs and requirements for your event.

What kind of things should be considered when booking a catering for a big corporate event?

  • The number of attendees and any dietary restrictions or preferences
  • The theme and overall style of the event
  • The location and layout of the event venue
  • The budget allocated for catering
  • The availability and reputation of the catering company
  • The types of food and beverage options offered by the catering company
  • The presentation and service style of the catering company
  • The flexibility and willingness of the catering company to accommodate special requests or changes.

What does a venue insurance covers?

Venue insurance typically covers a variety of risks associated with hosting events at a specific location. This can include risks such as property damage, personal injury, and liability for incidents that occur on the premises.

Some specific types of coverage that may be included in a venue insurance policy are:

  • Property damage: This coverage protects against losses due to damage to the venue’s physical property, such as buildings, equipment, and fixtures.
  • Liability coverage: This type of coverage protects against claims of injury or damage caused by the venue’s operations, including accidents that occur on the premises.
  • Business interruption coverage: This coverage helps compensate the venue for lost income if the venue is unable to operate due to an insured event, such as a natural disaster or vandalism.
  • Liquor liability coverage: If the venue serves alcohol, this type of coverage can protect against claims related to intoxicated patrons, including accidents or fights that occur on the premises.

It’s important to note that venue insurance policies can vary significantly, and the specific types of coverage included in a particular policy will depend on the specific needs and risks of the venue. It’s always a good idea to carefully review the terms of your policy and speak with your insurance agent to fully understand the coverage you have.

What does a wedding event insurance cover?

A wedding event insurance typically covers a variety of potential risks and losses that may occur during the planning and execution of a wedding. This may include:

  • Cancellation or postponement of the event due to unforeseen circumstances, such as severe weather, illness, or death of a key participant
  • Damage or loss of wedding attire, jewelry, or other personal property
  • Loss of deposits or expenses due to vendor or venue default or bankruptcy
  • Liability for accidents or injuries that occur at the wedding venue
  • Loss or damage to wedding photographs or videos
  • Coverage for additional expenses incurred due to the cancellation or postponement of the event.
  • Some wedding event insurance policies may also offer additional coverage options, such as coverage for military deployment or terrorism-related cancellations, or coverage for unexpected travel delays or transportation issues.

What does a music event insurance cover?

  • Property damage or loss: This covers any damage or loss to the venue or equipment used during the event.
  • Liability: This covers any injuries or damages that occur to attendees or third parties during the event.
  • Cancellation or postponement: This covers any expenses or losses incurred if the event is cancelled or postponed due to unforeseen circumstances such as bad weather or illness.
  • Talent and artist coverage: This covers any injuries or damages to the performers or any loss of income due to cancellation or postponement.
  • Advertising and promotion: This covers any expenses incurred for advertising and promoting the event, such as printing and distribution of flyers.
  • Food and beverage liability: This covers any injuries or damages that occur as a result of food or beverage consumption at the event.
  • Equipment rental: This covers any damage or loss to equipment rented for the event.
  • Merchandise liability: This covers any damages or losses to merchandise sold at the event.

Do I need a permit to sell tickets on an event in NYC?

Yes, you need a permit to sell tickets on an event in NYC. The specific type of permit you need will depend on the nature and location of the event. You can contact the NYC Department of Consumer Affairs to find out more information on the specific permit requirements for your event.

Do I need a special permission to have a late night party in NYC?

Yes, you need a special permit to have a late night party in NYC. The permit must be obtained from the NYC Department of Consumer Affairs. There are certain requirements that must be met in order to obtain the permit, including providing proof of insurance and complying with noise and other local ordinances.

What kind of amenities are expected in a wedding venue?

Wedding venues often have a wide range of amenities available to help make your special day perfect. Some common amenities you might find at a wedding venue include a ceremony space, reception space, tables and chairs for guests, linens and tableware, and parking. Many venues also offer services such as catering, event coordination, and setup and cleanup. Additionally, some venues may have additional features such as a dance floor, outdoor space, or an on-site wedding coordinator. It’s always a good idea to check with the venue to see what amenities are included in the price of the rental and what additional services are available for an additional fee.