Endless Possibilities

A gathering can be held anywhere—from a national park to a local city park, or from the White House to your house.

Of course, the type of gathering you desire affects where it will be held. You can't have boating activities without lakes, a river or an ocean. And you can't have a downhill ski party without a hill or mountain.

• The first decision may be decided by the time of year. If winters are cold where you are located, chances are your get-together will be held indoors. In summer, most people prefer to be outside if the temperature and humidity cooperate.

• What about food? Will your gathering be catered? Do you wish to be served in a restaurant setting? That would eliminate all concerns about food preparation. But it's the most expensive choice.

• Will attendees do their own cooking? If so, what equipment and facilities will be needed? A potluck will save you from having to pay for all the food.

• Are relatives flying in from out of town? If so, it may be convenient to hold your gathering at a hotel or motel near the airport. That can save time for them and eliminate the need to navigate in an unfamiliar city.

• When looking for affordable lodging for out-of-town guests, don't forget local YMCA/YWCA camp facilities during the off season and college campuses during the summer. They are often willing to provide rooms at a very reasonable cost.

Concerned about costs? Go to Ways to Get the Means.

Site Considerations

Here's a checklist of things to consider when selecting a site:

• When is it available? And what is the cost?

• How many people can the facility accommodate?

• When are off-season rates in effect?

• What services are available (dining, housekeeping, activities, entertainment, etc.)

• During what hours is the facility available?

• What is the policy regarding smoking?

• Is it handicapped accessible?

• What activities are available?

• How much are "extras"—everything from extra beds in rooms to extra tables and chairs in meeting areas? Is audio-video equipment available if needed?

• Can you bring and serve your own beverages?

• Does it have sufficient electrical outlets for your needs?

• Will children be comfortable there? Are activities available? How about playground equipment?

• Are the rest rooms handy and clean?

• Is a deposit required? How much?

• What is the cancellation policy?

• Are volume discounts available for large gatherings?

• Is parking close, convenient and safe?

• How much notice do you need to provide to change a meal count if the facility is providing meals?

• Are high chairs and booster seats available for small children? Playpens?

• What about the convenience and cost of travel to and from the site? Is an airport nearby?

• Can special dietary requirements of all family members be met, such as a salt-free diet?

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