The venue is the first thing you book and the decision everything else depends on. Your date, guest list, catering, decor and even the music all have to fit around it. If you are wondering how to choose an event venue without missing something important, this 10-step checklist walks you through it, from setting a budget to signing the contract.

It works for weddings, birthdays, conferences, launches and team events, in any city.

Before you start: three numbers you need

You can’t compare venues until you know three things:

1. Your guest count. A rough range is fine, such as 80 to 100.
2. Your total budget. Not just for the venue, for the whole event.
3. Two or three possible dates. Being flexible on the date is the single biggest way to get a better price.

Write these down. You will use them at every step.

Step 1: Set your venue budget

The venue usually takes the largest share of an event budget, especially when catering is included. Decide on a maximum before you start looking, so you don’t fall for a space you can’t afford.

When you compare prices, check what each one covers. One venue’s price may include food, tables, chairs and staff. Another may be the empty room only. A venue that looks cheaper can end up costing more once you add everything it leaves out.

Step 2: Match the capacity to your guest count

Every venue lists a capacity, but the number depends on the layout:

• Seated dinner at round tables needs the most space per guest.
• Theatre style (rows of chairs, as at a conference) fits more people.
• Standing reception fits the most.

Ask for the capacity for your layout, not the maximum. Then leave room for a stage, dance floor, buffet, bar or photo area. A room that is too big feels empty, and one that is too small feels cramped and can break safety rules.

Step 3: Choose a location that works for your guests

Think about how people will get there and home again:

• Is it easy to reach by public transport or taxi?
• Is there parking, and is it free?
• Are there hotels nearby for guests who travel?
• How long will the trip take at the time your event starts?

For a wedding with a separate ceremony and reception, keep the travel time between the two short.

Step 4: Check availability early

Popular venues book up months ahead, especially on Saturdays and during wedding and holiday seasons. Once you have a shortlist, ask each venue which of your dates are free.

If you can choose a weekday, a Sunday or an off-season month, ask whether the price is lower. Many venues give a better rate on quieter days.

Step 5: Find out what’s included

This is where venues differ most. Ask each one for a written list of what the price includes, such as:

• tables, chairs and linens
• catering, drinks and service staff
• sound system, microphones and projector
• lighting and basic decor
• setup, cleanup and a venue coordinator on the day

Anything not on the list is something you will have to hire separately. EventsWow listings show amenities and included services, so you can compare venues side by side before you call.

Step 6: Ask about catering and drinks rules

Food is often the biggest cost after the venue itself, so check the rules before you fall in love with a space:

• Does the venue have in-house catering, and must you use it?
• Can you bring your own caterer? Is there a fee for that?
• Can it handle dietary needs such as vegetarian, vegan, gluten-free or halal?
• Can you bring your own drinks or cake, and is there a corkage or cake-cutting fee?
• Does it have a licence to serve alcohol, if you need one?

Step 7: Look for hidden costs

The quoted price is rarely the final bill. Ask about these before you compare quotes:

• service charges and taxes
• deposits, and whether they are refundable
• overtime if your event runs late
• setup and cleanup fees, or early access charges
• security, cleaning or damage deposits
• a minimum spend on food and drinks

Ask for a sample invoice for an event like yours. It is the easiest way to see the real total.

Step 8: Check the rules and restrictions

Every venue has rules, and some can change your plans:

• What time must music stop, and is there a noise limit?
• Are candles, confetti, smoke machines or fireworks allowed?
• Can you hang decorations, and how?
• Must you use the venue’s list of approved vendors?
• Is the venue accessible for guests who use a wheelchair?
• Is there a quiet room for children, older guests or speakers?

Step 9: Visit before you book

Photos show a venue at its best. A visit shows you everything else. Try to go at the same time of day as your event, so you see the real light, noise and traffic.

While you are there, check the toilets, the kitchen or catering area, the loading entrance, phone signal and Wi-Fi, and where guests will wait if it rains. Take your own photos and notes so you can compare venues later.

Step 10: Read the contract carefully

Before you pay a deposit, get everything in writing:

• your date, start and finish times, and the rooms you are booking
• the total price and what it includes
• the payment schedule and deposit amount
• the cancellation and refund policy, for you and for the venue
• what happens if the event has to move to a new date

If something was promised in a meeting or by phone, ask for it to be added to the contract.

Quick checklist: how to choose an event venue

Take this list with you on every venue visit:

• Fits my budget, with everything I need included
• Holds my guest count in my layout
• Easy for guests to reach, with parking or transport
• Free on one of my dates
• Catering and drinks rules work for us
• No surprise fees on the sample invoice
• Rules allow the music, decor and timings we want
• Accessible for every guest
• Visited in person and still feels right
• Contract matches everything we agreed

Find your venue on EventsWow

EventsWow lists event venues in cities around the world, with capacity, amenities, starting prices and photos on every listing. Search by city, shortlist the venues that pass this checklist, and send your inquiry straight to the venue. Browsing is free and we take no commission.

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Need help with the rest of the day? Find caterers, photographers and decorators in event services, or someone to run it all in event planners.