What to Ask Before You Book a Venue: A Guide for Event Organisers | VenueScanner

After looking at dozens of options, finally landing a venue can feel like a win, so it’s tempting to book it on the spot. Booking a venue might seem straightforward, but the small details you miss now can lead to big headaches later. Asking the right questions early can help you avoid costly surprises or overlooked essentials. 

The VenueScanner for Business team has a lot of experience booking venues, so we sat down with them to find out what are the most important things to ask before you book a venue.

Understand the Full Cost

Understanding exactly what’s included in the quoted price will help you see where your money is going and be able to report back to your stakeholders. Ask the venue to walk you through a sample invoice for a similar event – this can give you a clearer picture of all the costs involved. Before you commit to a venue, consider asking these key questions about pricing:

• What does the quoted price cover? Does it include just the space, or are staff, furniture, and tech also included?
• What is the service charge percentage, and how is it applied?
• Is VAT included in the quote, or will it be added separately?
• Are there any extra fees I should be aware of, such as cleaning charges, corkage, overtime, or security costs?

Accessibility Matters

One of the most important things to ask about is accessibility. While most venues will have a minimum of what they have to do under The Equality Act of 2010, some do go above and beyond. Accessibility can cover a number of different areas including physical access, hearing, and practical access. Here are a few questions to ask about accessibility:

• Physical access:
  • Is the venue fully wheelchair accessible, including entrances, restrooms, and internal spaces?
  • Are there accessible toilets available for guests?
  • Does the venue have lifts if the event space isn’t on the ground floor?
• Hearing access:
  • Is there a hearing loop or any assistive listening technology available for guests who may need it?
• Practical access:
  • What are the nearest public transport links to the venue?
  • Is there on-site parking, and is it free or paid?
  • Are there hotels nearby?

Weather and Contingency Planning

If you’re planning a summer party, you want to know  what will happen to your event if it rains. No one wants to fall victim to the British summers, where it’s gorgeous one minute and then pouring rain the next.  

To avoid last-minute panic and disappointed guests, make sure you understand the venue’s contingency plans before signing any contracts. Don’t leave it to chance.

Here are some important questions to ask:

• Is there a wet weather plan in place, and how quickly can it be activated?
• Are there indoor alternatives or covered outdoor spaces available?
• If the event needs to move indoors, how will that affect capacity, layout, or ambience?
• Will any additional costs be involved if the weather plan needs to be implemented?
  How much notice does the venue need to make the switch, and who makes the final call?

Being prepared for all scenarios ensures your event runs smoothly – rain or shine.

Catering and Dietary Needs

Food can make or break your event, and getting it right takes more than just picking a nice menu. From making sure your guest’s dietary needs are covered to finding out what the licensing for alcohol is, these things can get overlooked if you don’t ask the questions. Here are a few key questions to ask the venue about catering:

• Can you bring in your own caterers or do you need to use the ones in-house
• Is there a buy-out fee for own caterers?
• What dietary needs are covered as standard?
• Can you do a tasting?
• Alcohol policies e.g. Is there a corkage fee?

Technology & AV

If you’re hosting a conference or meeting, AV and technology should be top of mind. There’s nothing worse than showing up to your event and the venue doesn’t have the right adapters for your computer or the wifi doesn’t actually work well for the amount of people you have attending. Finding out about these things ahead of time will save you a lot of stress.

• What AV equipment is included?
• How strong and reliable is the venue’s wifi, especially for high-traffic events?
• How many outlets are available and where are they located in the space?
• Will there be on-site tech support available during the event if something goes wrong?
• Is there an in-house sound system for music, speeches, or presentations?

Timings, Access, and Run of Day

One thing that often slips under the radar? Timings. Needing the space from 7PM might refer to the event start time, or the beginning of setup. It sounds minor, but miscommunication here can throw your whole schedule off. That’s why it’s so important to clarify access times, setup, and what the venue expects on the day. Some venues allow just an hour for setup and breakdown, go over, and you could face extra charges. Here are some key questions to ask:

• When can you access the venue for set-up?
• How late can the event run?
• What are the breakdown/clean-up expectations?
• Can you do a walk-through or rehearsal before the event?

Support and Staffing

Larger-scale events don’t run themselves and the right support makes all the difference. Some venues provide a dedicated event coordinator and in-house staff; others will leave the logistics to you. 

It’s essential to clarify what staffing is included in your hire fee and what comes at an extra cost. Security, cloakroom attendants, cleaning staff, even technical support can all add up quickly. And don’t forget: if you’re bringing in your own team, you’ll likely need to provide meals and breaks for them too.

To avoid last-minute stress (or unexpected charges), ask:

• Is there a dedicated coordinator on the day?
• Who handles security, cloakroom, and cleaning — and is that included in the cost?
• Will venue staff be briefed on our event plan in advance?
• If I’m bringing in external staff, can they be catered for on-site?

Personalisation and Restrictions

Branding a venue makes the space your own, so if you’re looking to add your colours and your logo, see if you can before you sign your contract. Some venues are able to go all out with branding, while others may not have the setup to make it happen. 

The same goes for decor. If you’re having a themed celebration and you want to deck the space out, you’ll probably need permission. And then you have to worry about restrictions, whether that’s noise, licensing issues, or anything else the venue has rules for. Here are a few key questions to ask:

• Can you bring in your own decor? Any limitations (e.g., candles, confetti)?
• Can the space be branded or themed?
• Are there noise or light restrictions you should know about?

You’re Not Just Booking a Space, You’re Booking an Experience

Asking the right questions means fewer surprises and smoother planning. It means you’ll enjoy yourself a lot more throughout the entire process leading up to the day of the event. It’s okay to be thorough. Good venues love a detailed organiser. 

Remember to ask about catering, technology, accessibility, costs, staffing, restrictions, weatherproofing, and timings. Don’t assume anything, if you’re not sure, ask and clarify.

Need help finding a venue for your next corporate event?

Get in touch with our VenueScanner for Business Team!