Questions you need to ask before booking your venue
There are a lot of factors to take into account when choosing the venue for your next event, including hiring fees, additional charges, facilities, equipment, catering options, and everything in between.
With so many things to consider, it's easy to overlook important details or fail to ask the crucial questions.
With hundreds of successful events under our belt, we've learned a thing or two about organizing a top-notch event. Don’t let that cause you any anxiety though because we got you covered! Here are the essential questions you should ask when booking a venue for your next special event.
Essential questions
Finding the perfect venue is one of the most important decisions you'll make for your big day. It's a big decision, and it can be overwhelming—especially if you're planning on having a large wedding. But don't worry! We got all the questions you need right here.
What dates do you have available?
Ask your venue what dates they have available in a certain month if you don't have your heart set on a specific day. You'll have a better chance of getting into your chosen venue if you're flexible with a date range rather than a specific day. Take into consideration that having your event on a weekend can be a significant price increase compared to weekdays.
What is your max capacity?
Knowing how many people you can invite can help you make so many other decisions, like how many invitations to order, how much money you should spend on catering, and how much money you should spend altogether. Since catering and drinks are priced by person, a huge guest count will result in a significantly higher cost. When posing this typical question, there are a few factors to take into account. It's a good idea to first determine the venue's maximum occupancy rate and then contrast it with the actual number of visitors attending. This is frequently simple to underestimate, which might cause problems on the day of the event. One thing to take into account is the occupancy size. As much as you can, try to predict how many guests would cancel on the event. Even a few no-shows can alter the atmosphere of the gathering.
How long are we, as well as our vendor team, allowed on site?
It's crucial to understand how long you have to decorate and utilize the place. Make sure you and your vendor team have enough time at your location to organize your ideal event and to clean everything up before the time allotted for the event is over. If you stay longer than the allocated time for venue rental, you may incur extra costs.
What is the venue cost?
Make sure you are aware of the rental's overall cost as well as its inclusions. Find out whether there are any additional fees or surcharges on top of the rental cost.
Is special event insurance required?
Nowadays, it is considered standard procedure for wedding and event venues to demand that the hosts purchase specific event insurance. It's simple to obtain insurance, which typically costs $150 to $300 depending on the total cost of the event. You should also find out whether your venue expects suppliers to have additional insurance in order to function there.
What is required to book my event here?
Make sure you are aware of how the venue will hold your date. To reserve an event date, the majority of venues need a deposit. Additionally, you should be informed of the payment schedules, the deadline for signing your contract, and the number of walkthroughs necessary.
Is a damage deposit required?
Determine if a damage deposit is required to book the venue. How much it will cost, how to pay for it, and when it is due are important terms to discuss as well. Most venues provide refundable deposits, and if there was no damage during your event, the venues often return the money within a month.
Can we view a sample contract?
Even though venue contracts might be lengthy and loaded with legal speak, you should still read them. Prior to signing, make sure to request a copy of the contract so that you may note any questions you may have after reading it. READ ALL contracts PRIOR TO SIGNING.
Are candles, confetti, sparklers, or any similar items allowed?
Before making a reservation, be sure to receive the go-ahead for any special requests you may have, such as a sparkler exit or a long path lined with hundreds of candles. You don't want to be dissatisfied after signing your contract if such goods are later found to be prohibited.
Do we have to work with particular vendors?
It's common for venues to insist that you select from an exclusive or pre-approved list of caterers, bar services, and rental businesses. It may be a great benefit. A seamless and stress-free event will be the consequence of working with a group of providers that routinely collaborate and are familiar with the location. Ask whether there is a price to bring in a non-listed vendor if you have your heart set on a caterer who is not on the list provided by the venue.
Is a planner required?
The majority of the time, venues will want a minimum of one day's notice. Frequently, you may either bring in someone yourself or recruit someone they already have on staff. Ask the location if they have any recommendations for event planners who frequently use their space. A talented wedding planner can make planning and attending your wedding a breeze.
Are dressing/preparation/refreshing areas provided?
If your venue provides this service, you have just completed another task on your list. You are no longer need to locate a hotel to prepare in.
Do you have a refund policy?
Before you sign your contract, be sure you have all of this information. Knowing your alternatives is crucial in case you need to modify the date of your event. The majority of locations need a non-refundable payment to hold your date.
Can we rehearse our event here?
Ask the venue whether you may have a brief rehearsal there. It is doubtful that the space will be accessible the night before your event if your location is known for hosting several events on a weekend. If that's the case, you'll want to find out as soon as possible so you can tell your guests and other important people, and make alternate plans.
Who needs to be there and when do we have our last walkthrough?
Make sure you are aware of who and when must attend the final walkthrough. It may be difficult to coordinate last-minutely if several suppliers must be present. Your vendors will adore you if you put it on the calendar well in advance, and scheduling should be simple and straightforward.
Are tables and chairs included?
If so, your budget will benefit greatly. If not, you should be aware of this so you can adjust your budget. Now is an excellent time to find out if linens are offered, and if not, from whom the venue suggests renting them.
Are their parking spaces available?
In order to convey this information to your visitors, be sure to ask specific questions. If the venue doesn't offer parking, inquire about neighboring lots or shuttle services that you may reserve for your visitors.
What is your cleanup policy?
Ask if the cost of renting the space includes cleaning or if there is an additional fee. Cleaning may not be done by the venue at all; instead, you must engage a cleaning service. Get the information you need to make informed plans.
Are there noise restrictions?
This will influence how long your party lasts. If there is an outside area, it is also a good idea to know if you may play music louder than normal there.
Who will be our contact person at the venue as we plan our event?
Building a strong relationship with the main contact who will assist you in planning your event is crucial. Ascertain whether this will be the same person on the day of your event, and if not, find out who it will be and find out if you may meet them in advance.
What is my maximum budget?
Perhaps the most frequent question you'll be asking yourself while you search for an event venue is this one. Verify that you're accounting for everything, including the price of the cuisine, entertainment, invites, photographs, and facilities. To better tabulate your spending and keep a close check on the total budget, break these down on a spreadsheet. Then, try to distribute money in accordance with the events of your day.
What kind of event am I hosting?
You must decide exactly what sort of event you will be holding, whether it be a wedding, family reunion, or business gathering. Is the atmosphere going to be festive, solemn, or business-like? Will the venue's normal aesthetics suffice, or will it require any kind of expensive bespoke decor? Think about the size of the venue and if it will be too big or too little for your event. The rest will fall into place once you've determined the sort of event you're planning.
Are there restrictions to catering?
Finding out whether a venue has strong policies on things like catering and alcohol is vital because this subject is occasionally disregarded. Depending on the kind of event, you could be better suited using the recommended or on-site caterers of the venue, while other occasions might need particular considerations, such kosher dishes. similar with alcohol. Find out if the establishment allows you to bring in your own beverages or if their bartender system is required. If you want to use a venue's caterers, be sure to talk to them and learn about their requirements as well. This will avoid any problems on the event day.
What other additional charges can I expect?
Although it would appear that this query is related to budgeting, it is actually a very different subject. It's also one that's disregarded. Make sure you are aware of the services offered by a location, such as WiFi, parking, and entertainment options. The cost of some of these items could be assumed to be included in the price, however that is not always the case. Asking the venue to list the extras they provide will allow you to quickly take notes and decide which you might want to take advantage of, which is a fantastic method to get around this problem. The next step is to simply get a quote, if necessary.
Can I hire other rooms for my event?
If you're organizing a large event, or any huge event, this is a fantastic question to ask. You might need to reserve a secondary or tertiary room event preparation in addition to the venue space. Many venues will provide these rooms, but some could charge an additional price, so be sure to ask ahead of time.
Can the venue staff help me with setting up?
This is a crucial question to ask. It might make the difference between having to put in extra effort or having the venue personnel handle everything, which could be a huge burden off your shoulders. Since most venues have strong connections, it's likely that they can direct you to the ideal flowers, caterers, performers, or photographers. This is the approach if you'd prefer to cross something off your to-do list.
Optional Questions
Were not done yet, let's make sure all your bases are covered. These are the questions you will want to consider asking depending on the type of event you are hosting.
Does your venue hiring fee differ per day of the week or season?
Is VAT included in the pricing?
What are your payment terms?
Will the venue fee be waived if we commit to purchasing food and beverages? If so how much?
Do you need to know how many attendees will be present in advance of the event? If so, how much notice do you need?
What happens if fewer people attend than anticipated?
Do you allow ticketed events?
How do you manage and avoid members of the public entering the building/room during our private event?
Do you allow event conferences/meet-ups?
Are there any other restrictions around use of the venue that we should be aware of?
Will there be a dedicated co-ordinator looking after my event and there on the day?
Can you send us photographs of the venue in use? Can we use these in marketing for our event?
Do you have any other furniture available – i.e. sofas?
Are you wheelchair accessible?
Are there additional costs for parking?
Do you have any accommodation available? If you do, what are your costs? Do we get discounts for booking accommodations with the venue?
Is there somewhere we can get changed before the event?
How many toilets do you have?
Are these gender neutral/unisex?
Do you have high-speed internet we can use?
Do you have TVs we can use?
If you do, are the TVs mobile? Do they have wheels for ease?
Do you have a projector and projector screen we can use?
Are there any restrictions around music?
Do you have any sound equipment available? e.g. speakers, PA system
And lastly considering latest global health issues we recommend asking these health related questions before booking your event
Is your venue ventilated?
Are all your employees vaccinated?
How often is your venue cleaned?
Do you require all guests to check-in for track and trace purposes?
What is your capacity with social distancing should this be introduced?
Do you have a venue-specific policy on mask-wearing? Do you have flexible cancellation?