Three Things to Consider...
Event planning may seem like a straightforward activity, but anyone who has been in charge of organizing a big event like a wedding, fundraiser, gala, conference, or others, will all say it is a much more complicated and daunting task than it ever seems. From guest lists to seating charts, decorations, accommodations, transportation, music, food, drinks, vendors, entertainers, invitations, RSVPs, and more, every single detail must be meticulously accounted for to ensure a successful, seamless, and enjoyable event.
Perhaps the most important component to nail down is the venue, and The Salvation Army Annapolis has numerous spaces that can be perfect for your next event, no matter the occasion! Here are three key things to consider when planning your next private event in Annapolis, and how our facilities can meet endless needs to ensure the most successful event possible.
1) Identify Your Event’s Motives and Goals
Event planning starts with identifying the purpose and objectives of the event. Why are we throwing this event? Is this a celebration, fundraiser, marketing event, public relations move, memorial, corporate event, or something else?
Once your event purpose is determined, it’s time to identify your target audience and guest list, taking into consideration aspects like demographics (age range, gender, location) and psychographics (interests, values, lifestyle habits). This is especially important because it defines so many other aspects of the event. For example, you’ve determined that your event is a fundraiser for a women’s giving circle, and the target guest-type are socially and philanthropically active women ages 30-70 in the Annapolis/DC area. The choice of components like guest speakers, decorations, entertainment, food/drinks, and messaging would likely be very different than, for example, a community Easter egg hunt for children or a memorial service for a prominent community member.
2) Determine the Budget
Recognizing the key characteristics of your audience sets the stage for all the rest of the decisions that come with planning an event, including the budget. For example, the size of the guest list is a strong indicator of the needed price range—it determines the amount of seating and tables, the amount of food and drinks, the number of support staff, the size of the venue, and more.
A great first step in event budgeting is creating a detailed event budget plan that maps out each expense, then assessing how much funding is needed for each, and prioritizing higher budgets for certain expenses. Estimating your revenue sources and tracking your expenses and revenue regularly throughout the fiscal year is also super helpful when budgeting for big events, as is setting aside a contingency fund in the event of unforeseen costs (which happens a lot in event planning!).
3) Choose an Optimal Venue
Venues are oftentimes one of the first major expenses spent when planning an event of any kind. It is also one of the most important factors, as it influences everything from the overall atmosphere to the logistical flow, having the power to make or break the event’s success.
Five key things to consider when selecting a venue include:
- Whether or not the venue is appropriate for the event type
- If it has the right capacity
- If the location is convenient for attendees
- If it can meet your technical requirements (Wi-Fi, AV equipment)
- Whether or not the space’s ambiance suits the nature and theme of your event
The Salvation Army Annapolis has three different spaces each designed to accommodate a wide range of events, offering modern amenities and a welcoming atmosphere. Whether you're planning a corporate board meeting, an intimate ceremony, a fundraiser, or even a lively sports tournament, we have a space to suit your needs.
Our conference room is perfect for board meetings, corporate gatherings, and smaller events, comfortably seating 12 people but accommodating 15-19 with additional seating along the sides. It has Wi-Fi, AV equipment, a tea and coffee station with a Keurig and mini fridge, and a whiteboard upon request. Our conference room can accommodate both private and professional settings, with functional, flexible designs.
The Salvation Army Annapolis’ chapel is also a great venue option for hosting events, especially community gatherings, exercise classes, and reflective events. Fitting up to 74 people, the chapel has AV equipment, optimal lighting, TV monitors, projectors, and pianos, all available at no extra cost. Furthermore, our chapel is fully accessible for wheelchair users and includes a foyer space that’s perfect for serving food, coffee, and other refreshments.
Our final event space option is our full-size gym, perfect for larger events such as fundraisers, birthday parties, recreational activities, sports tournaments, community gatherings, larger conferences, fairs, and more. Fitting up to 280 people, our gym has basketball hoops and other sports/recreational equipment, multi-purpose floors suitable for sports and large gatherings, plus ample space for decorations and event setups.
No matter the type of event you are planning, no matter the goals and motives, headcount, audience interests, or budget, The Salvation Army is here to provide the perfect space to help guarantee your event’s success. Learn more about our event spaces in Annapolis at https://annapolis.salvationarmypotomac.org/annapolis/rentals.