The place where you host your event matters more than you might think. A good event venue can set the right tone, and make your guests feel welcome. But a venue that looks great on paper can still fall short if you don’t ask the right questions early on.
This blog walks you through what to ask before you say ‘yes’. Think of it as a clear-cut checklist—simple questions that can save you from big stress later on.
What’s the Venue Capacity and How Flexible Is the Space?
You can start with this question: how many people are you inviting? The venue needs to handle your full guest list with ease. You don’t want a space that feels packed or one that’s too large and leaves folks scattered.
But it’s not just about how many chairs the room fits. Ask how the space works with your layout ideas. Can the room be set for both sitting and standing? Is there space for a stage or dance floor? Does the venue let you shift things around to suit your needs?
Some venues will even let you see floor plans or past setups and this gives you a better sense of how your event will look and feel.
Is the Location Easy to Get To?
The venue might be everything you wished for, but if it’s hard to reach, your guests might not be too happy. Look at how close it is to public transport. Is there parking nearby? Will guests who use a wheelchair or walker be able to move around without trouble?
Also think about the mood of the area. Is it noisy, crowded, or hard to find? Or does it feel calm, safe, and fitting for your event? You can even consider small things like signs or lighting outside, which sometimes can help people feel more welcome.
What’s Actually Included in the Price?
This is where venue booking can get tricky. One place might seem cheaper, but once you add on tables, chairs, and sound gear, it’s a different story. Ask what comes with the space. Do you get any equipment, or do you bring your own? Will they help with setup and pack down? Is cleaning included or does that cost extra?
Also, ask if you can use outside vendors or if the venue has a list you must stick to. Note that some places only work with certain caterers or sound teams, and that might be limiting for you.
Are There Any Time Limits?
Events don’t always run like clockwork. Maybe your speakers go over, or the dinner runs late. That’s why it’s smart to ask about timing up front.
What time can you start setting up? How long do you have to clear out after the event? If you run over by an hour, will you get charged more?
Also ask if there are noise curfews or strict shut-off times. Some venues have rules if they’re close to homes or in shared spaces. Knowing all this helps you plan better and avoid a last-minute rush.
What Are the Food and Drink Rules?
This one can catch people off guard. Some venues only let you use their in-house catering. Others let you bring your own chef but charge fees for doing so. These are called “corkage” or “cakeage” fees, and they add up fast.
Ask if you can serve alcohol and if you need a license to do it. Some places provide staff and bar service, while others expect you to sort that out yourself. It’s also good to check for menu options if guests have allergies or special diets.
What Kind of AV and Tech Support Do They Offer?
Usually, you will need at least some gear like mics, speakers, projectors, or a screen. Even small issues, like a mic that cuts out, can throw things off. So check what gear comes with the venue. Does it work well? Is someone on hand to fix things if they go wrong?
Wi-Fi is another big one. Not all venues have strong, fast internet. If your event needs live streaming or online parts, make sure the place can handle it. Ask if you can do a test run or see the gear before booking.
Will There Be Staff to Help You on the Day?
Some venues give you a point person who helps with the setup, checks in vendors, and keeps things on track. Others give you the keys and leave the rest up to you. Ask what help is included. Do they have cleaners, security, or someone to run tech? Will there be someone you can call if something goes wrong?
Even if you plan to bring your own team, it’s good to know what the venue covers. That way, you won’t double up, or worse, miss something important.
Can You Review a Full Contract Before Paying?
Never pay a deposit until you’ve read the contract. This might seem obvious, but it’s easy to overlook when you’re excited about locking in a date. So, before locking in, you can ask to see a full sample contract. Go through the contract, especially the parts about refunds, changes, or cancellations.
What happens if your event date shifts? Can you get your deposit back? What kind of insurance do they need from you? When you know this upfront, you can save stress later on. If something feels off, ask for it in writing or walk away.
What Do Past Clients Say About the Venue?
Photos only show so much. A sleek website might hide problems with staff, service, or setup. But you have the option to look for reviews on third-party sites. Read what others say about how the venue handled delays, special requests, or weather problems.
If you can, talk to someone who’s booked the venue before. Ask what they liked and what they wish they’d known earlier. First-hand feedback helps you see beyond the surface.
Have You Seen the Venue in Person?
A site visit is always worth it. Even if everything looks fine online, you want to check how it feels in real life.
Walk through the space. Notice the light, the sound, the smell, the flow. Are the bathrooms clean? Are there odd corners or tricky stairways that might be a problem?
Try to visit at the same time of day your event will happen. That way, you’ll see how busy the place is, how loud the area gets, and how the space looks in real light.
Wrapping Up
Choosing the right space for your team is more than just picking a good-looking spot. As events keep changing—more tech, more custom ideas, more guest needs—the spaces we book need to keep up.
You can use the above points as a checklist while booking venues. Use it to ask what really matters, not just what looks good. Because the best events don’t just happen, you have to make solid plans, thoughtful choices, and find a venue that fits, and not just in size, but also in feel.