Questions to Ask Before Booking a Venue
The prettiest venue is not automatically the easiest venue.
Availability & Access
- What hours are included?
- When can setup begin?
- When must everything be removed?
- Is there another event before or after ours?
- Can vendors enter early?
- Is rehearsal access available if needed?
Capacity & Layout
- What is comfortable seated capacity?
- How does capacity change with a dance floor or buffet?
- Which tables/chairs are included?
- Can layouts be changed?
- Is there space for cocktail hour, quiet seating or children if needed?
Climate & Weather
- How is the room heated and cooled during the month of the event?
- Are all guest areas climate controlled?
- What happens during extreme heat/cold?
- What is the outdoor weather backup?
- Are tents, fans or heaters allowed/available?
Restrooms & Accessibility
- How many restrooms?
- Accessible restrooms and entrance?
- Stairs or long walking distances?
- Parking distance?
- Seating available while waiting?
- Baby-changing space if relevant?
Food & Beverage
- Outside catering allowed?
- Approved vendor list?
- Kitchen/prep space?
- Alcohol rules?
- Serving/staff requirements?
- Minimums?
- What happens to leftovers?
Décor
- What can be attached to walls?
- Candles/open flame?
- Confetti, glitter or petals?
- Can furniture be moved?
- Who resets it?
Vendors
- Outside vendors allowed?
- Insurance required?
- Preferred or required vendors?
- Loading access/elevator?
- Who is the venue contact on event day?
Sound & Entertainment
- Noise restrictions?
- Music end time?
- Sound system?
- DJ/band setup?
- Electrical needs?
- Is there a quieter area?
Cleanup & Breakdown
- What does “cleanup included” actually include?
- Who removes décor?
- Who handles trash?
- Can rentals stay overnight?
- What is the final exit time?
Don’t Assume It’s Covered
If a detail would affect whether you book the venue, ask directly and make sure important promises are reflected in the written agreement.
