10 Questions to Ask Before Booking an Event Venue

1. Is the venue accessible for all guests?

Location matters, not just where the venue is, but how easy it is to get there. Is it near public transport? Is there ample parking? Does it accommodate guests with disabilities? Poor accessibility can lead to delays, no-shows, or frustrated attendees.

2. What is the capacity and what is comfortable?

Always ask about the maximum capacity, but don’t stop there. How many guests can comfortably move around, sit, dine, or network without feeling cramped? A room that’s technically big enough might still feel overcrowded depending on your layout and event type.

3. What lighting options are available?

Lighting sets the mood and influences everything from photos to focus. Is there natural light for daytime events? Are there dimmers for evening ambiance? Can lighting be customized or branded? Avoid venues with harsh fluorescents or limited control over lighting.

4. How are the acoustics and sound system?

Echoes and poor audio can ruin speeches, performances, or networking flow. Ask about the room’s acoustics. Can you do a sound check? Is the AV equipment modern and reliable? Make sure you can hear, and be heard, clearly from every corner.

5. Can the space be branded or styled?

Brand visibility is vital, especially for corporate events or product launches. Are there walls or projection areas for logos and banners? Can you bring in décor, signage, or colour schemes to make the space feel like your event?

6. What technical support is available on the day?

Even with top-tier tech, things can go wrong. Is a technician available during the event? What’s their response time? Are there backup mics, projectors, or power outlets? Never assume tech support is included, ask for specifics.

7. What’s included in the hire fee, and what’s extra?

Avoid surprise charges by clarifying what’s included. Tables, chairs, linens, Wi-Fi, security, cleaning, are these part of the price or billed separately? Get everything in writing and ask for a full breakdown.

8. How flexible is the layout and timing?

Can the venue accommodate your preferred setup, banquet, theatre, cocktail-style? What’s the earliest you can set up, and how late can you stay? Rigid rules around setup or teardown can severely impact your event flow.

9. What is the backup plan for outdoor events?

If you're planning an outdoor gathering, always ask about contingencies. Is there a covered area or indoor space available? What’s the policy for rescheduling or moving indoors in case of bad weather?

10. Are there any restrictions you should be aware of?

Some venues have strict rules, on noise, alcohol, décor (no confetti!), or even timing. Make sure you understand any limitations upfront so you don’t clash with the venue’s policies on your big day.

Final thoughts

A great venue should support your event, not stress you out. Asking the right questions early on can save you time, money, and a lot of logistical headaches. Use this list as your pre-booking checklist and choose a space that enhances your event rather than limits it.

Bonus Tip: Always visit the venue in person before making a final decision. Pictures and promises are one thing, experiencing the space first-hand is another.