Ah, yes, fancy party planning. Coordinating your very own special event can be fascinating and exciting, or it can be completely miserable. The key to making the experience the former is to be organized, and prepared to ask many, many questions.

When the Czar and Czarina got married, the first thing they did was to sit down and create a list of questions to ask the special event manager at the chosen venue. This list was originally compiled from many different sources, and was later modified from our own experiences as we interviewed over 10 potential sites. We used this checklist not only for our self-coordinated wedding, but also for the Czar’s recent major birthday milestone held here in Chicago at a luxury hotel. Download this free tool (you will need Adobe Reader to view it) and use it as you seek the perfect venue for your perfect special event. There are a few blank lines included so that you can customize the sheet for any other questions relevant to your specific party. Read on for a few extra tips and tricks based on the Czar’s and Czarina’s experiences.

Stylefool Special Event Checklist - download here

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Follow up:

We were repeatedly amused while using this checklist, because the catering managers’ eyes would practically bulge out of their heads when they saw our list. They are absolutely not used to having people be organized and focused during their tours. In one hotel the Czar visited, the Catering Manager’s eyes got very wide as she said, “…oh my God, you’re so organized.”

Lest my lovely Citizens think this list is overkill, the Czarina relates this following true story:

One of the places we looked to have the wedding was at the Ritz Carlton - Half Moon Bay. (Now, before you get the idea that we are Mr. and Ms. Richie Rich and start rumors about a Revolution, the Czarina does plan a follow up post on how to get your luxury venue for less.)

The Catering Manager was bored with us from the get-go, which was appalling. She merely gestured outside at the place where the ceremony would be held and didn’t take us to look at the amazing view. She wrinkled up her nose when we dared ask about a discount for a block of rooms for out of town guests. It was clear that they were not interested in someone who would care about saving money for their guests, and the rooms started at $450/night. There was no discount for a group of golfers either – the more people golfing, the more it cost.

We had already decided to seek venue love elsewhere, when the Czarina spotted the grand piano. She asked how much it cost to have the piano for the band. The Catering Manager rolled her eyes and said, “$300.” The Grand-Duke, the Czarina’s father, had reminded her to ask about piano tuning prior to the event, since many pianos are not used that often and they fall out of tune. So, the Czarina asked about whether the piano could be tuned prior to the event. The Catering Manager replied that piano tuning cost extra!

As this was one of the first places we visited, we learned an important lesson from RC-HMB, although probably not one they would have enjoyed teaching us. And that lesson is this:

Do NOT assume that anything is “included.”

Ever.

Ever ever.

Ever ever ever.

And if the CM gets annoyed with you for asking about extra fees and for asking to read a blank contract, you proceed at your own risk. They are not taking you seriously as a client. It’s that simple.

Remember, read a blank contract. Let’s not forget the first season of Bridezillas, in which the woman who held her wedding at the W Hotel in NYC signed on for a 20 minute cocktail “hour” because she didn’t read the contract thoroughly. These kinds of things happen, so protect yourself by going over what you’re signing with a fine toothed comb. NO venue is worth the aggravation of having your special event warped beyond your original vision because of technicalities.

Now fly, dear Citizens, and have fun planning!