Take this list on every site visit. Ask each question out loud, write the answer down, and ask the venue to confirm anything commercial in writing. Most event-day disputes trace back to one of these questions never being asked.
Capacity and layout
- What is the capacity for seated dinner, theatre, and cocktail layouts, with a stage and dance floor in place?
- Are there pillars or obstructions in the hall, and can we see a floor plan to scale?
- What is the ceiling height, and are there limits on rigging, trusses or hanging décor?
- Is the hall divisible, and will another event be running in the adjoining section?
Food and beverage
- Is catering in-house only, empanelled, or open? What is the outside caterer fee?
- What is the minimum guarantee on plates, and what happens if we fall short?
- Can we do a tasting before signing, and is it charged?
- Is there a liquor licence? What is the corkage or bar policy for outside alcohol?
- How many live counters and service staff are included per hundred guests?
Vendors and décor
- Is there an approved vendor list for décor, sound and photography, and what is the fee to bring our own?
- When can décor set-up begin, and when must the tear-down finish?
- Are open flames, fireworks, cold pyro, confetti or foam allowed?
- Is there a separate vendor entry, loading area and vendor meal arrangement?
Timing and access
- What are the booking hours, and what is the overtime charge per hour?
- What is the sound cut-off time and who enforces it?
- How many cars can park on site, and is valet included?
- Is the venue accessible for elderly guests: lifts, ramps, and washrooms on the same level?
Facilities
- How many changing rooms or green rooms are included, and where are they?
- What is the generator backup capacity and is it included?
- How many washrooms serve the hall, and is there housekeeping through the event?
- Is there a rain or heat contingency for any outdoor component?
Commercials
- Can we have every charge on one sheet: rental, per-plate, service charge, deposits, royalties and GST?
- What is the payment schedule and the refundable security deposit amount?
- What is the cancellation and date-change policy, in writing?
- Who is our single point of contact on the day, and will they be present until the last guest leaves?
If a venue cannot answer a question, the answer is usually "no" and it will cost you later.
Every venue in our collection has already answered these questions. If you would like a shortlist where the homework is done, send us the city, date and headcount.
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