Questions to Ask Before Booking an Event Venue

Finding an event venue can feel like one of the easiest parts of event planning, until you realise how many questions you need to ask before signing the contract!

The right venue can make your event run smoothly. The wrong one can create problems with access, catering, timings, technology and costs that only become apparent when it’s too late.

Before you book an event venue, make sure you have answers to these key questions:

1. What is included in the venue hire cost?

Don’t assume the room hire price is the total cost. Ask what is included, such as tables and chairs, furniture, linen, Wi-Fi, cleaning, security, parking and basic AV equipment. Check whether there are additional service charges, taxes or minimum spends.

2. What are the access and set-up times?

This is one of the most important questions to ask. Find out when your suppliers can access the venue, when you can start setting up and when everything needs to be cleared away. If you need a rehearsal, room dressing, registration set-up or technical testing, make sure there is enough time for all of this. A venue that looks perfect on paper may not work if you only have an hour to set everything up. And don't forget to ask what the access is, your Production crew will thank you.

3. What are the catering options?

Ask whether you have to use the venue's catering team or whether external caterers are permitted. If catering is provided by the venue, ask about menus, dietary requirements, minimum numbers, minimum spend, drinks packages and service charges. It is also worth asking when final numbers and dietary requirements are required. Also check the venue will provide clear food labelling to help attendees make safe and confident dietary choices if they have specific needs.

4. What AV and technology is available?

Check exactly what the venue provides and what you will need to bring in. Ask about screens, microphones, speakers, lighting, Wi-Fi, lecterns and technical support. If you're planning presentations or a conference, find out whether there is a dedicated AV team and whether rehearsal time is included. Don't just ask, "Do you have AV?" Ask what is actually included. If you can bring in your own Production, check what charges the venue may apply. For events in the US, also check if the AV crew are Unionised, this will impact your schedule and budget.

5. What are the venue's restrictions?

Every venue has its own rules. Ask about restrictions on branding, signage, decorations, candles, music, photography, external suppliers, food and drink, and late finishes. It's much better to discover these restrictions before booking than when you're already committed.

6. What happens if the event changes or is cancelled?

Read the contract carefully before signing. Check the cancellation terms, payment schedule, minimum numbers, attrition clauses and any charges for reducing the size of your event. Events change. Make sure you understand what happens financially if your plans change too.

7. Does the venue actually work for my guests?

Think beyond capacity. Consider accessibility, parking and public transport, accommodation, lifts, toilets, quiet spaces, registration areas and how easy it is for guests to navigate the venue.

If you're expecting senior executives, international guests or people with accessibility requirements, these details can make a significant difference to the attendee experience.

8. Can I visit the venue before booking?

If possible, always see the venue in person. Walk through the guest journey from arrival and registration through to the main event and departure. Look at the spaces from an operational point of view, not just whether they look good in photographs.

And don't just check the room dimensions, look up! It can be surprisingly common for a venue to give you a ceiling height that refers to the highest point of the ceiling, rather than the lower sections, particularly where there are different levels, beams or structures. This can make a real difference when planning your event. The actual usable ceiling height can affect the size of screen you can use, stage design, lighting, rigging and other technical equipment. It sounds like a small detail, but it can have a big impact on what you can physically fit into the room, as well as impacting your event budget.

The biggest event venue booking mistake?

Booking based on the room, the photos and the price, without understanding how the venue will actually work for your event.

Before you sign anything, make sure you understand what you're getting, what you're paying for and what the venue will expect from you.

Planning an event and not sure where to start? Explore more practical event planning advice in the Insights section, or get in touch if you need experienced event management support.