Essential Questions to Ask Your Potential Host Venue: A Top 10 Guide
Having been the event coordinator for multiple venues over the years, it is a good idea for the event organiser/client to be prepared with a list of questions to ask the potential host venue. Below are 10 of the most frequently asked questions I have received. These are a starting point for those who are in the dark on what to ask. I’ve also included why I believe these are good questions for the organiser/client to enquire about.
What is the maximum capacity of your venue?
This is a good question as it can help determine the style of your event. E.g. The venue may say 300 for capacity but that’s for a standing/cocktail event. They may only be able to have 200 if it is a seated event due to the space that the tables and chairs require.Is there a rental/room hire fee for the venue and what does it include?
Sometimes a venue includes the hire as part of a package especially if you spend a certain amount on catering or beverages. In most cases though, the hire fee is in addition to the rest of your costs and only includes the use of the venue for X amount of hours, tables, chairs, plus basic setup and cleanup.
Can we bring in outside vendors or do you have preferred vendors that you use?
Unless it is an all-inclusive venue, most times you may bring in outside vendors. However, I would consider the venue’s list of preferred vendors as well, simply because they would know what works with the venue best.
Do you offer on-site catering or do we need to bring in a caterer?
If it is a commercial venue they will most likely have an in-house caterer that you need to use. If it’s a DIY venue or independent, you may find outside caterers are allowed but the venue will have its criteria that the caterers will need to meet in order to be onsite.
For weddings - Is there a separate space for the ceremony, or does it take place in the same area as the reception?
Normally a venue will offer both indoor and outdoor spaces for ceremonies and receptions, especially if a wet-weather backup plan is required. So, you can choose which locations to host your ceremony and reception that suit you best.
Are there any restrictions on decorations or setup?
Most venues will have in their contracts a section in their terms and conditions that outline the do’s and don’ts for decorations and setup. It is also good to ask if there are any additional fees that you may incur should the venue staff need to assist with setup or decorations that your event stylist doesn’t do.Is there a time limit for the event, and is there an additional fee for overtime?
Most venues have a minimum and a maximum number of hours you can hire the event spaces for. There is also usually an additional fee of X amount per hour for overtime. It would be also good to ask if there are any costs involved should you wish to gain earlier access to the venue for yourself or your vendors.
Is there parking available for guests?
It is important to ensure there is ample parking available for guests and to find out if there’s access to public transport. Most events these days have one person out of a couple that has to drive for example.
Are there accommodations for disabled guests?
Especially if you have older guests with mobility issues, it is important to have a venue that is fully accessible for disabled guests. This could be ensuring there is a lift or ramp access if the venue is multi-level OR the ground is flat/even for guests to travel over.
Do you offer a planner or coordination services?
Many venues will have an onsite event coordinator or senior manager that oversees the events. However, there are limitations on the services they are able to provide, so it is always good to ask the staff what they can and cannot do. If you want every aspect of your event curated and executed in a specific way - you may wish to engage the services of an event planner.
There will be of course many other questions that you may have once you start liaising with the venue and most answers can be found in their contract terms and conditions.
