Choosing your venue is the first step in setting the tone for your entire event. Don't let that worry you! Just know the right questions to ask. Here are 20 basic questions to ask any venue. Let us help!
If you don't have your heart set on a specific date - check with your venue to see what is available.
Knowing how many guests you can invite to your event will assist you with so many other decisions like number of invitations, catering budget, overall budget. Generally catering and alcohol will be calculated per head so a larger guest list can translate to a larger budget.
Understanding how long the space is yours (and what it includes) for decorating and occupying in general is very important. You want to make sure you and your vendor team have enough time to complete your preparations as well as clean up after the event is finished.
Make sure you know the total rental cost and what is included with the rental. Ask if any other fees or surcharges are added onto the rental price.
You need to know the venue’s process on holding your date. Most venues require a deposit to secure the date. You should also be aware of the payment schedules, when your contract needs to be signed and how many walk-throughs are required.
Determine if you need a damage deposit, how much it is, how it will be paid and when it is due. Most venues have refundable deposits and will return the money within a month assuming there was no damages.
If you have your heart set on something specific make sure to get it approved before booking.
Often venues will require you to choose from an exclusive or approved list of caterers, bar service and rental companies. This can be a huge perk. Working with a team of vendors that works together frequently and knows the venue well will result in a smooth and stress free event. If you have a your heart set on a specific vendor just clear it with the venue prior.
More often than not, venues will require a day of planner at a minimum for something like a wedding. This is oftentimes someone that they have on staff for hire or someone you can bring in yourself. For smaller events a planner would not be required.
This is most common in weddings - but may also apply to other events. If this is something that the venue offers you just crossed another to-do item off your list.
Make sure you have all this information before you sign your contract. It is important to know your options in case the event changes.
Most common for weddings but ask about a rehearsal if that is of interest. If the venue is known for hosting multiple weddings on a weekend, it is unlikely that the space will be available the night before your event. If that’s the case, you will want to know this well in advance so you can make other arrangements and inform your bridal party and family.
Check to see what is included or available to be provided with the venue. If these things are included that’s a huge boost to your budget. If not, it’s important to know so you can budget accordingly.
Check to see what is included or available to be provided with the venue. If these things are included that’s a huge boost to your budget. If not, it’s important to know so you can budget accordingly.
Make sure to ask detailed questions about parking so it can be passed on to your guests.
Make sure to ask questions about overnight accommodations so it can be passed on to your guests.
Ask if cleaning is included in the price of the venue rental or if it is an added charge. Sometimes cleaning is not provided by the venue and in that case you will need to plan accordingly.
This will help you know how long your party may go until. It is also good to know if you can have amplified music in the outdoor space (if there is any available).
Creating a good rapport with the point person who will be helping you plan your event is huge. Make sure to ask if this will be the same person the day of your event and if not, see if you can meet that person before the event.
Make sure you know when and who needs to be there for the final walk through. If multiple vendors need to be in attendance, this can be a coordination nightmare to do last minute.
It is now considered common practice for event and wedding venues to require special event insurance to be obtained. Obtaining insurance is easy and averages $150 -$300 depending on the overall budget of your event.
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