We are considering moving our gala fundraising event from the hotel where we traditionally hold it to a convention centre. Are there major differences between the two facilities that we should be aware of?

There are definitely major differences between the two facilities. When you request a quote from the convention centre – the same as you should for any venue where you are considering holding an event – you need to make sure that they advise you in writing of all possible bill-backs and fees for which you may be responsible. Many things that you take for granted at a hotel often incur an additional charge at a convention centre. For example, one fundraising event that was featuring a martini bar prominently on their invitations found out days before the event was to take place that martini glasses would need to be rented and brought into the convention centre. Standard glassware was all that this particular convention centre provided for their clients at no addition charge. The cost to bring in sufficient martini glasses ran into the thousands of dollars and this unplanned expense came right off the money being raised in this case it was more than the cost of several sold tables.

There can also be charges for tables, chairs, linens, even for extra keys that need to be cut for locked storage rooms. You need to read the fine print in the contract and all related paperwork, query what is and is not included, and have the venue detail in writing what could be charged back on your final billing. The same fundraising event that discovered the extra charge to have martini glasses brought in also found out that they had to pay an unexpected penalty for having a balloon auction at the convention centre. Escaped balloons had to be recovered from the ceiling by a cherry picker with an operator and a three-hour minimum fee (based on union overtime fees). This was billed back on final reconciliation.

Logistical considerations also need to be factored in on the day of set up. And the time to discover them is not on the day of your event. For example, at a convention centre you won’t find valet parking, or bellmen to help offload silent auction items, gift bags, or print material. And there will be no rolling racks to make transferring these items from cars or delivery trucks to your onsite location easier. If you don’t plan and prepare for this in advance by having sufficient volunteers available at delivery times to offload, lift and carry these items to where they belong, set-up can be greatly delayed and you run the risk of not having everything ready to go when your guests arrive. Should you require equipment or staff to help you move items, there will be additional costs to factor in. And remember, there can be a three-hour minimum charge that applies per staff member or equipment rental.

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Advice and recommendations are based on limited information provided and should be used as a guideline only. Neither the author nor CharityVillage.com make any warranty, express or implied, or assume any legal liability for accuracy, completeness, or usefulness of any information provided in whole or in part within this article.