I remember getting a frantic call in the middle of the night from a lady a few years ago who needed help right away. She said she had contracted a local competitor to move her folks in and out of a private residence here in Richmond. The private way was not large enough for a bus to safely travel in and out. On the way in, the driver had cracked three windows, but on the way out he had put a large branch right through two windows on the opposite side injuring a couple of the guests. The passengers were terrified and she needed us to come out and rescue the group. We did, but the cost for her and the other company was far more than they had planned. Not to mention, it was probably the one thing the guests remembered about the event. One of the most important things to know before booking your venue is the ability to get large vehicles in and out safely. So many new venues have materialized over the past few years that it is hard to keep up. Everybody and their mother think their large house is perfect make money as a venue. When we haven’t done work there before or we cannot tell from overhead, a site inspection is required. Since there is a cost involved in the inspection, most folks will have the venue owner call us to try and explain over the phone that buses can get in and out. If I had a nickel for every time a venue owner told me, “we have trucks in here all the time”, I would be a rich man. I only wish just one time I could say, “great, let’s load all the guests in a truck like cattle and send them in!” Seriously, so many times a venue looks perfect until the client finds out there is no way to move large groups of people in and out safely. The best thing to do is get with your transportation company and have them help you do the research up front to make sure you can do what needs to be done. Don’t be that person who doesn’t account for it up front and make for a nightmare your guests will never forget. Contract with a company who thinks about those things and can avoid turning your event into an experience they will wish they could forget!

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