A venue can look perfect in photos and still cost far more than you planned, or ban the one thing your event needs. The way to find out is to ask. These are the questions to ask a venue before you book, grouped by topic so you can work through them in one call or one visit.
You don’t need to ask all 25 of every venue. Ask the first six of everyone on your shortlist, then the rest of your top two or three. Haven’t got a shortlist yet? Start with our 10-step guide to choosing an event venue.
Dates and price
- Is the venue free on our date, and can you hold it for us? Ask how long a hold lasts and whether it costs anything. Some venues hold a date for a week at no charge.
- What is the total price for an event like ours? Give the guest count, date, start and end time. Ask for one figure that includes everything, not a starting price.
- What exactly does that price include? Get it in writing: tables, chairs, linens, staff, setup, cleanup, sound and lighting.
- Are taxes and service charges included? A service charge of 10 to 20% on top of food and drinks is common. It can change your total a lot.
- Is there a minimum spend? Many venues require a minimum on food and drinks, especially on Saturdays. If you spend less, you pay the difference anyway.
- Is the price lower on another day or month? Weekdays, Sundays and off-season months are often cheaper. Ask before you fix your date.
Space and capacity
- How many guests fit in our layout? A room that holds 300 standing may seat only 150 at round tables. Ask for the number for your layout, not the maximum.
- Which rooms or areas do we get, and for how long? Check whether the space is private or shared with another event that day.
- Is there a plan B for bad weather? For any outdoor space, ask where the event moves if it rains and whether that room costs extra.
- Is the venue accessible for every guest? Ask about step-free entry, lifts, accessible toilets and parking close to the door.
Food and drinks
- Do we have to use your caterer? If the venue has in-house catering, outside caterers may not be allowed, or may cost a fee.
- What is the price per guest for food, and can we have a tasting? Ask for two or three sample menus with prices, and whether the tasting is free.
- Can you handle dietary needs? Check vegetarian, vegan, gluten-free, halal, kosher and allergies, and how dishes are labelled.
- Can we bring our own drinks or cake? If yes, ask about corkage or cake-cutting fees, which are charged per bottle or per guest.
- Are you licensed to serve alcohol, and until what time? Ask how the bar is charged: per drink, per hour or as a package.
Setup, equipment and staff
- When can our vendors set up, and when must everything be gone? Early access and late pack-down can cost extra. Ask for the exact times.
- What equipment is on site? Ask about sound, microphones, projector and screen, stage, dance floor and Wi-Fi, and whether there is a charge for each.
- Will there be a venue coordinator on the day? Find out who your contact is from booking to the end of the event.
- Is there parking, and does it cost anything? Ask how many spaces there are, whether valet is available and where vendors unload.
Rules and restrictions
- What time must music and the event end? Ask about noise limits, and what overtime costs per hour if you run late.
- What decorations are allowed? Check candles, confetti, smoke machines, fireworks and how you can hang things.
- Do we have to use vendors from your approved list? Some venues only allow their own photographers, decorators or DJs. If so, ask for that list now.
Contract and payment
- How much is the deposit, and when is the rest due? Ask for the full payment schedule with dates.
- What is the cancellation and refund policy? Ask what you get back if you cancel, and what happens if the venue cancels.
- Can we move our date, and is there a fee? Ask how much notice you need to give and whether the price can change.
If anything was promised by phone or in a meeting, ask for it to be added to the contract before you pay.
Questions to ask a venue: quick checklist
Take this list to every venue visit and tick each one off:
- Date is free and held for us
- Total price in writing, with taxes and service charges
- Minimum spend known, if any
- Fits our guest count in our layout
- Plan B for bad weather
- Accessible for every guest
- Catering rules, menu prices and dietary options checked
- Corkage, cake and bar charges known
- Setup and pack-down times agreed
- Equipment on site, and what it costs
- Day-of coordinator named
- Music end time and overtime rate known
- Decoration rules and approved vendor list checked
- Deposit, payment dates and cancellation policy in the contract
Find venues to ask on EventsWow
EventsWow lists event venues in cities around the world. Each listing shows capacity, amenities, starting prices and photos, so you can answer many of these questions before you even call. When you’re ready, send your questions straight to the venue from its listing. It’s free and we take no commission.
Need a caterer, photographer or decorator the venue doesn’t provide? Find them in event services, or hand the whole day to one of our event planners. You can also compare more venues in your city on the venues directory.
