Top 7 questions to ask your Venue before booking

We use venues for all types of events, from weddings, birthday parties, engagement parties, right through to charity or corporate events.

Here are our top 7 questions to ask your venue before booking.

  1. What is the capacity of the venue? 

Always choose a venue that will comfortably host your guests and keep in mind that you might get last-minute guests so ensure you have enough room for them also.

  1. Do you have separate spaces/break out rooms? 

Think about things like whether you need a registration table, an area for cocktails, somewhere to include gifts or prizes. Extra venue spaces can be extremely helpful at events, but you must lock them in prior to booking the venue.

  1. What is the cost and what is included? 

This is one of the most important questions to ask before booking the venue. Before signing the contract, you must find out exactly what the cost is and what is included. It is not just the room hire; you must consider food, drinks, decorations, audio-visual etc.  Be sure to ask about the audio-visual costs as you often have options whether you use their in-house AV or whether you can bring your own. There are different costs for both and every venue is different. These extras can add up very quickly so before booking the venue, you have the opportunity to negotiate.

  1. What are other events taking place in the venue at the same time? 

Most venues have multiple spaces, so it is a good idea to find out what other events are taking place at the same time as your event.

  1. What is the cancellation policy? 

All venues offer different cancellation policies so it is critical that you understand this and have it in writing.

  1. How much time do you allow to set up and pack down? 

What time are you able to bump in and bump out of the venue as if you need extra time, there is usually a fee.

  1. Do you have a copy of the venue floor plan? 

This will save you an enormous amount of time by having a floor plan of the venue, as you will be able to pre-plan where you are going to put everything at the event. Be sure to double check when you are at the venue site inspection that the floor plan they give you is accurate.

By asking these questions before booking the venue for your next event will save you a lot of time and money.