HOW TO: Choose & Book a Venue

When it comes to choosing and booking a venue, here are a few simple steps to take.

STEP 1

Determine the Type and Date/Time of Event

When planning your event, consider these questions.

P.S. Remember to check out the Event Ideas for inspiration!

  • What’s the season/weather forecast? Will indoors or outdoors be better?

  • What theme is fresh since last month?

  • What theme will appeal to ALL the current members of your local group?

  • Based on your theme, what day and time work best?

  • How does the holiday calendar or typical work days impact the best date/time?

Driving events require special permission, so please contact concierge@hdcchapterlead.com!

STEP 2

Estimate Event Size

When considering a venue, estimate the number of people you think will attend.

  • How many people attended your previous events?

  • What’s a good ballpark: 4-6, 10-12, 20-30…?

  • How much seating is available at the restaurant/bar/coffee shop? Do they have a separate area that’s free to reserve?

  • How many picnic tables are available at the park or pavilion?

  • Who has a big house or backyard and might volunteer to host?

STEP 3

Consider Accessibility

Make sure everyone from your city’s metro area gets to join the fun—and people of all backgrounds, ages, abilities, etc. too!

  • “Take turns” by holding your events across your city/region to give everyone a chance at easy access

  • Look for venues with handicapped parking and accessibility

  • Look for venues with non-alcoholic, gluten-free, and vegan menu options

  • Ask members to volunteer their homes or garages to host—this is effortless and amplifies connection!

STEP 4

Confirm Whether Reservations are Needed

If the event is not at your home or a Hagerty Drivers Club member's home, confirm if reservations are necessary.

  • Contact the venue and speak with the management/ownership to ask if your group is large enough that a back room or table reservation is needed

  • Confirm who your point of contact should be leading up to the event AND during the event

  • Get permission to display HDC logos, swag, or other materials (if necessary)

  • Get permission for people to bring their own drinks, food, games, etc. (if applicable)

  • Confirm any special requests—like one long table or separate paychecks

  • Verify whether the space can handle any special equipment needs: do they have power outlets you can use and/or can you bring extension cords? Are they ok with you playing music in the space?

  • Take this opportunity to suggest a mutually beneficial partnership. Perhaps the restaurant or bar is willing to give a discount in exchange for boosted business—or your coffee shop will donate “joe-to-go” in exchange for promotion/marketing at your event!

  • As a courtesy, even if your event is near a local business and may significantly increase traffic, let that business know about your event!

STEP 5

Verify Parking!

Respect your local community and your attendees—by verifying there’s enough parking and getting management’s approval.

  • If hosting at a local café, coffee shop, restaurant, or bar—contact management/ownership to verify where your group should park

  • If you’d like people to be able to display their cars, suggest that your group park in the back of the lot—to protect collector vehicles and avoid blocking traffic to businesses

  • In your event invites, inform guests of any unusual parking situations or specific parking instructions (find good wording options in the Template: Facebook Event Communications or Template: Event Emails.

STEP 6

Plan a Back-Up Location

No matter how well you plan, there’s a chance something (anything) may go awry. You and your guests will appreciate having an easy “plan B!”

  • If planning an outdoor event, consider an indoor location in case of bad weather

  • If a Hagerty Drivers Club member volunteered to host, consider offering your own home for backup in case of illness or emergency