When choosing a venue for a Yellow Ribbon event, it important to consider a few key factors, such as estimated attendance, duration of event, budget, and location. Other variables must also be considered, such as changes to deployment/redeployment dates, differences in unit sizes, locations as they relate to unit travel funds and Individual Travel Orders (ITOs), dispersion of Family Members, and training schedules of units involved. When choosing a venue, the coordinator should take the time to ensure he/she looks at the overall flow of the event. The time it takes to do this will be worth it when the event runs smoothly in the end.
When dealing with a hotel for a venue, it is important to ensure you have all the correct documentation in place. A hotel typically has a considerable amount of event planning experience and can often accommodate the majority of requests; however, all unique requirements should be documented. The document examples provided here can ensure you and the hotel team are in agreement, and that you receive all that you have requested.
Although many events will be held at a hotel, there are many other venue options to consider that can accommodate a larger or smaller group, or reduce costs. Some alternate locations include conference centers, high schools, or local colleges. Other interesting ideas include non-traditional venues for During Deployment events, such as water parks or spas that also provide conference rooms or other meeting spaces. Evaluating different and unique options might help to increase attendance and provide a meaningful experience for the Service Members and their Families.
Regardless of who you contract with for catering, the specifics matter. This means that you want to be very clear on what types of meals are needed. For example, some locations might think it is a good idea to provide a separate meal for children, whereas you might prefer to offer a kids’ buffet instead. Additionally, cost should be a major consideration when choosing the catering. It is important to determine early on whether or not a location can accommodate the “local per diem rate.”