For most events, the site should be booked at least four months to a year in advance. Because the site will affect other aspects of your event, you need to be aware of all their policies. For instance, do they allow alcohol? Can you bring in outside food, or must you use their catering department? What decorations are permitted? Is there a kitchen on site? Who's responsible for cleanup? Find out, before making the final reservation: get a complete list of rules from the facility. Also, ask if any permits or licenses are required, such as a catering, parking or fire permit. Once you've reserved the site, type up a letter detailing your agreement, and have the site personnel sign and return it. The letter should state the time, date, day and place of event; the type of event; all fees, deposits, refunds and cancellation policies; and the names, hours and duties of any site personnel. If you're planning an outdoor event, you may want to reserve an indoor site as a back-up location. Just be sure you know how much the cancellation fee is, if you don't need the room.
