Picking a venue location for a public event, for a small-medium group. (What should you consider? Hidden costs? Talk about things like public parks, hotels, restaurants, venue locations vs. unusual spots.

For groups planning a public event, finding the right venue should be the most important consideration. Sure, it’s often the first consideration, but that’s not quite the same thing. The details of your venue are absolutely crucial, but they too often get quickly pushed aside: in our minds, we’re already envisioning the event itself. It’s a mental trap too many of us fall into,  and it can create a thousand little problems — and some not so small — any of which can threaten the success of your event, and most of which you won’t have the time or staff to deal with when everything else is already rolling along.

The first question to ask yourself is this: how badly does this venue need my event? If it’s a public space, such as a park, your group probably won’t be doing it many favors, but if it’s profit-driven, like a small hotel,  it’ll be more likely to be accommodating if you’re approaching it, say, on the wrong side of the area’s tourist season. If your gathering is small and relaxed enough, the back room of a quality restaurant may be just the right spot. Make sure and find out their exact maximum numbers of occupancy.

At the sane time, picking too big a venue not only wastes your money but makes your event seem small and unimportant. Make sure it’s a room you can easily fill but keep comfortable. Keep on the lookout for new venues eager to make their name, especially unusual ones that will make your group feel like they’re truly trying something new; the freshness will translate to the idea or atmosphere you want to promote!

The devil is in the details. If you have a tech go-to guy, and you should, have them come along with you to make sure you pick a spot with the capability to handle your audio/visual needs. If you want your venue to feed the guests themselves, don’t just ask for their catering info — get in there and check out that kitchen. Ask around town and make sure you’re getting the best prices, and don’t forget to pay close attention to those online customer reviews. There’s always a few bad ones, but the good ones should not only be overwhelming but specific, not to mention consistent with the exact nature of their praise. Finally, develop solid relationships with whoever your contact people are, because no matter how well your event goes, you’re bound to need to call on them at some point. They’re the face of the venue, but they’ll be invisible to your attendees; like it or not, you’re the middle man!

Weather Concerns

Of all the things that one must consider when working with the public in Oklahoma, weather may be the most fickle. During the spring and fall months, tornadoes are real concern. Summer brings heavy heat, while the winter can bring about black ice and terrible winter storms.

When you are planning an event during these tornado seasons, it is advisable to chose a location or venue that has a storm shelter that will accommodate your group. If you are lucky enough to own your venue, it’s important to look at installing your own shelter.

One of the most recommended shelters for Oklahoma is the TornadoSafe storm shelters okc. An above ground installation is generally inexpensive, easy to install and highly effective. However, if you have more than ten people, an above ground shelter may not be an option.



There are many events that require fresh flowers and flower arrangements. A few examples are:

  • Weddings
  • Funerals
  • Birthdays
  • Dinner Parties
  • Charity Events

It is important to find a company that can not only complete your order correctly, but deliver healthy, locally sourced arrangements for your event. There are many local florists out there, but some are better than others.

There are several major florists companies nationwide that have affiliated florists who work for them. Think of this as a sort of franchise. They will generally only sell the exact arrangements found on the main website. If you are looking for something creative and unique, look for a small, local florist who has been in business for at least three years.

Ask to see samples of their work. They should have a book available for you to see work done for previous. Some florists prefer to work with a specific flower or in a type of arrangement. However, most will be willing to work with you.

All flower arrangements should be ordered at least six weeks in advance, if possible. Otherwise, your flower options may be limited. With enough time, the florist will be able to order nearly any flower you choose from a local greenhouse or supplier. However, if you wait until the week of, you will be severely limiting the possibilities for creativity.

When ordering flowers, it is best to go to the florist with a clear, concise idea of what it you want to have as a theme for your event. Weddings usually revolve around color, while charity events usually revolve around placement and tables. While these things are important regardless of event, there are other things to keep in mind as well.

Some things to keep in mind:

  • Allergies. Some people are allergic to fresh flowers. Check with your client, if possible, to make sure that there are no life threatening allergies. This will help lower your liability for anything that happens as a result of having an allergy on site.
  • Seasons. Some flowers are going to be more expensive in an off growing season. Roses are less expensive in the fall and spring, while summer flowers like crocus and lilies are more expensive in the winter.
  • Pollen. Lilies and some other flowers create an exceptional amount of pollen that can cause all kinds of havoc on table cloths and guest’s clothing. If you are using white cloth, I would suggest using flowers that do not have as much pollen.
  • Water, Light and Food. Some flowers fade faster than others and require more maintenance if you are planning on using them for multiple days. Tulips, lilies and mums generally last longer than orchids, crocus and roses.



One of the key components to any public event is getting people to the location. There are many ways of making this happen: train, plane, limousine, towncar, bus or walking to name a few. Many will simply find their own arrangements, but some clients prefer to have transportation outlined in the contract.

The most common transportation requests for events are chauffeured cars and limousines. There are many different services offered by limousine companies. Sometimes, they offer party buses as well. However, not all limousine services offer them. If you are looking for transportation for a large group, it may be best to look for a charter bus.

Towncars generally hold three passengers, while limousines can hold anywhere from 6-10, depending on if they have been stretched. Party buses vary in size and can hold quite a few people. They also make for an interesting location for a party, as they are mobile and the party can be moved around the city to various exciting locals.

If you are creating an event that takes place in a remote area, a party bus may be the ideal solution. That way, your clients can enjoy themselves on the way to the location. It will keep the momentum going, helping to make the event a smashing success!

However, some events do not require transportation at all. Funerals, most large conventions, festivals and dinner parties generally do not require you to plan transportation for your clients at all.


What is Public Liability?

Public Events, Personal Responsibility 

Why is General Liability Insurance so Important? 

Whether you are a business owner or a in independent contractor, general liability insurance is necessary to protect your financial assets. This insurance is used in the event that an injury to a third party or their property happens, even if it you are not explicitly at fault. If you are hosting or organizing a public even, large or small, it is necessary to carry the full amount of insurance possible as all it takes is a single slip or fall to incur millions in damages, penalties and fines.

What General Liability Insurance Covers 

General Liability Insurance covers most accident claims but cannot cover the following:

Employee claims

Employer’s Liability Insurance is required for injuries and property damage suffered by your employees, contractors or anyone who is under your direct employ or acting as an agent on your behalf.

Deliberate Negligence

Negligence is a term used legally to denote that the insured (you) ignored or did not follow a safety regulation or concern. An example of this would be if someone fell from a balcony and there was a broken rail that you or one of your employees knew about and did not fix.

Examples of General Liability Claims

Here are a few examples to show how public liability claims work:

  • A self-employed plumber visits a client’s home to repair a garbage disposal. During installation, he accidentally spills a bottle of adhesive on the floor and cabinets, causing extensive damage. Not only does the floor and cabinet need repaired, but the client could claim emotional damage and lost wages if the kitchen were used as a source of income.
  • You own a small food truck park. The floors have been recently swept, but a small bit of trash is on the ground. Someone slips and breaks their arm.
  • You are running a convention for a group of professionals. During the convention, several attendees get ill after eating food that you provided without a caterer.

The need for liability insurance is high for any business you may own, but is especially important for a business that runs personal and public events, or other high risk operations such as day care, construction or home repair and conventions. Some businesses are legally required to care such insurance. For more information please look at the Oklahoma Insurance Department’s FAQ on insurance.