Planning an event is exciting, but choosing the right venue can feel overwhelming. Don’t get swept away by the beautiful pictures and charm alone! Before you sign on the dotted line, make sure to ask these crucial questions to avoid hidden costs, and logistical nightmares to ensure your event runs smoothly.
1. Beyond Availability:
- Date & Time Flexibility: While confirming your preferred date is crucial, ask about different rates for peak hours or weekdays vs. weekends. This can impact your budget and guest attendance.
2. Cost Transparency:
- Get a detailed breakdown of the rental fee. What’s included (tables, chairs, linens), and what requires additional charges? Be aware of service charges, gratuity, parking, cleaning fees, and overtime charges.
- Understand the cancellation policy and required deposit so you know where you stand financially if plans change.
3. Guest Capacity & Accessibility:
- Confirm the maximum guest count, especially with a dance floor. Ensure there are enough bathrooms, easily accessible and handicap-friendly if necessary.
- Onsite or Valet Parking, does your venue have enough parking spaces, and/or do they include valet parking options
4. Vendor Freedom:
- Clarify if you’re required to use their vendors (DJs, etc.). If you can bring your own, inquire about any restrictions or fees.
- Outside catering charges. Are you able to bring in outside desserts or food options and if so, is there a fee?
- Alcohol policy: Can you bring your own or must you use their bar service? Ask for detailed price lists for both options.
- Décor. What can and can’t you do in regards to décor?
5. Logistics & Coordination:
- Determine vendor setup access times to avoid last-minute scrambling.
- Know your point person on the day of the event for any questions or concerns.
Bonus Tip: Don’t hesitate to ask for references or reviews from past clients.
Remember: The more informed you are, the more confident and prepared you’ll be to negotiate terms and plan a stress-free, unforgettable event!
