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?

How long are we, as well as our vendor team, allowed on site?

What is the venue cost?

Is special event insurance required?

What is required to book my event here?

Is a damage deposit required?

Can we view a sample contract?

Are candles, confetti, sparklers, or any similar items allowed?

Do we have to work with particular vendors?

Is a planner required?

Are dressing/preparation/refreshing areas provided?

Do you have a refund policy?

Can we rehearse our event here?

Who needs to be there and when do we have our last walkthrough?

Are tables and chairs included?

Are their parking spaces available?

What is your cleanup policy?

Are there noise restrictions?

Who will be our contact person at the venue as we plan our event?

What is my maximum budget?

What kind of event am I hosting?

Are there restrictions to catering?

What other additional charges can I expect?

Can I hire other rooms for my event?

Can the venue staff help me with setting up?

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?