15 things to know when booking a venue for my event

Photo by Alena Darmel

• When reserving a venue, capacity is an essential factor to bear in mind. Ensure that the site can support the anticipated number of people attending your event.
• The venue’s location should be taken into account when thinking of your target audience. Is it easy to get to for those not from the area? Are there plenty of parking spots or public transportation options in the vicinity?
• Amenities: What amenities does the venue offer? Do they have tables and chairs available for your event, or will you need to bring your own? Do they have a sound system and lighting equipment available, or will you need to bring your own?
• Food and Beverage: Does the venue offer catering options or will you need to bring in an outside caterer? Does the venue have a liquor license or will you need to bring in a separate bar service?
• Layout: Consider the layout of the venue and how it will work for your event. Is there a stage or designated area for presentations or performances? Are there breakout rooms or smaller spaces available for smaller groups or activities?
• Decorations: Does the venue allow for decorations or do they have specific guidelines for what can be brought in? If you have a specific theme or look in mind, make sure the venue can accommodate it.
• Staffing: Does the venue provide staff for your event or will you need to bring in your own? If you will be responsible for staffing, make sure you have a clear understanding of what tasks they will be responsible for.
• Set-up and Breakdown: Consider the time needed for set-up and breakdown of your event. Does the venue have specific guidelines for when you can access the space and when you need to be out?
• Insurance: Some venues may require you to have event insurance for your event. Make sure you have this in place before signing the contract.
• Contract: Make sure you thoroughly review the contract and have a clear understanding of all terms and conditions before signing.
• Deposit and Payment: Know what the deposit and payment terms are for the venue. Make sure you have a clear understanding of when payments are due and what happens to the deposit if the event is cancelled.
• Cancellation Policy: Understand the cancellation policy of the venue. Are there any fees associated with cancelling your event and under what circumstances can you receive a refund of your deposit?
• Rain Plan: If you are hosting an outdoor event, make sure you have a rain plan in place. Ask the venue if they have an indoor space available in case of inclement weather.
• Parking: Consider the parking situation for your attendees. Does the venue have ample parking or will you need to arrange for alternative parking options?
• Tech Needs: If you have specific tech needs for your event, make sure the venue can accommodate them. This includes things like Wi-Fi, AV equipment, and electrical outlets. Make sure to discuss these needs with the venue beforehand to ensure they are prepared for your event.