Finding the right event space in Dallas can become very taxing with the hundreds of  venues being offered. That is why it is important to know what specific needs you require prior to searching and booking your event. This requires you to really know what questions to ask to narrow down your search. Here are 7 questions that you should ask to ensure the event space you are choosing is the right one…

1. What is the maximum capacity of the space?

When it comes to looking for the right event space, it is easy to think that if you find a big enough space everything else will fall into place. However, that is not the case! Before asking for the maximum capacity of your event space, you need to first base off how many people that you know are coming, not how many you have invited. Once you have decided on this, you can ask if the venue you are interested in can accommodate this size.

For example, HEXA Coworking offers a 2,500 sq ft event center that can accommodate up to 100 people for large events. It can also be subdivided for more intimate gatherings. The event space can also be sectioned off for smaller events like private meetings.  These are important event space details that you may not know unless you ask. 

2. How long can you have access to the event space?

Imagine if the event space that you have booked for your evening event was also scheduled for the afternoon of the same day. This may cause you to lose the time you need to organize your event. Make sure that you check how much time you will have before and after your event to access the space. This helps to resolve any potential miscommunications and ensures you’re on the same page as the event space manager.

3. What is the cost to rent the event space?

It’s amazing how many people don’t think about their budget before deciding on an event space in Dallas. It’s worth considering all the costs when determining how the event space rental will impact your overall budget. Your event space should be at the top of your budget list with a total number of guests,  decorations, catering, and other necessities being considered. It’s important to set a budget goal before choosing  the event space in Dallas that’s best for you.

4. What is included in the cost of the event space?

Small fees can add up quickly. It’s important to determine if there are any additional costs for the event space rental that you may not have been anticipating. These additional costs can include:

    • Damage/maintenance deposit
    • Venue insurance
    • Add-on amenities
    • Utility fees

It’s important that these additional costs be taken into consideration to ensure you adhere to your predetermined budget.

5. Do they recommend any outside vendors?

For most people, finding vendors, like a caterer,  is at the top of the list of key factors in deciding an event space to use. It is very important to know in advance what exactly you are looking for. Several event spaces may have in-house vendors that you can work with. If you love their vendors, then that is one less thing to worry about! 

For example, HEXA Coworking offers its customers its own on-site catering as an option for a food vendor. If you are unsure about the quality of catering, ask for a sample menu or for references from past clients. 

Another thing to consider is that some venues have certain vendor restrictions. For example, there are places where you can bring your own liquor for no charge, while other places may charge a caulking fee for outside liquor. The key theme here is that you need to review all the details and make sure you are satisfied with those requirements and additional costs before signing the agreement.

6. What are the technology capabilities?

Some event spaces in Dallas have built-in audiovisual equipment that you can use, while for others you have to bring your own. When preparing for an event, it is important to know what technology amenities are available in the event space. That way you will know which extra items to bring for the event that you have planned. 

7. What is the cancellation policy?

We understand that the unexpected can happen before the event starts. No matter how hard we try to control everything related to our event, some things are bound to go wrong, especially if you book in advance. For more information about the event space rental, be sure to check with the event space manager for their cancellation policy.

HEXA Coworking strives to meet the expectations and needs of all our clients to ensure that they have the best event possible. Some of our state-of-the-art event space amenities include:   

    • HD laser projectors
    • 4K video conferencing & streaming
    • Ceiling speakers
    • Wireless lavalier and handheld microphones
    • Three simulcast, 123-inch projector screens
    • Retractable sound-dampening walls
    • Adjoining open-air patio

Contact us today to learn more about our event space in the Dallas area, and schedule a tour of the venues.