Renting a venue could be the right choice for your next event, but it’s going to depend on a few factors that you’ll want to take into account before inquiring with your local spaces. Today we’re going to examine 10 questions you should be asking before you rent a venue space. Doing so will prepare you well in advance, and lead to a much smoother, more enjoyable event experience.
#10) WHAT IS MY MAXIMUM BUDGET?
This is perhaps the most common question you’ll be asking yourself while considering an event venue. Make sure you’re taking into account all the things that matter, including the costs of catering, entertainment, invitations, photography and amenities. Break these down on a spreadsheet so you can better tabulate your expenses, and keep an eagle’s eye on the overall budget. Then, go over your day’s event in your mind, and try to allocate funds accordingly.
#9) WHAT KIND OF EVENT AM I HOSTING?
Whether it’s a wedding, a family reunion or a corporate event, you’ll definitely want to figure out just what kind of event you’ll be hosting. Is the vibe going to be celebratory, somber or semi-formal business? Will it require any sort of elaborate custom decor, or will the venue’s standard aesthetics be enough? Consider the venue size, and whether it’ll be too large or small for your event. Once you’ve identified your event type, the rest will fall into place.
#8) IS THE VENUE LARGE ENOUGH FOR MY GUESTS?
There are a few things to consider when asking this common question. First, it’s wise to figure out the maximum occupancy of the venue, and then compare it against how many guests are actually coming. Often times, this is easy to underestimate, which can lead to issues on the day of the event. Occupancy size is just one factor to consider. Try to anticipate (as best you can) how many attendees may not show up to the event. Even a few no-shows can change the dynamic of the event.
#7) ARE THERE RESTRICTIONS ON CATERING?
This question is sometimes overlooked, so it’s important to determine whether a venue has strict rules on things like catering and liquor. Depending on the type of event, you may be well off with the venue’s preferred or in-house caterers, but other kinds of events may require special considerations, such as kosher foods. Same with liquor. Find out whether the venue is Ok with you bringing in your own drinks, or if they insist you use their bartender system. If you do decide to go with a venue’s caterers, make sure to communicate with them and figure out their needs as well. This will prevent any issues on the day of the event.
#6) WHAT OTHER EXTRAS ARE GOING COST ME?
This question might seem as if it falls under the budgeting category, but it’s actually a separate inquiry, altogether. It’s also an overlooked one. Be sure that you know what a venue is offering in terms of WiFi, parking and entertainment amenities, among others. You may assume that some of these things are included in the price, but that is not always the case. A good way around this issue is to ask the venue to list the extras they offer, so you can quickly take notes and determine which you may wish to take advantage of. From there, it’s just a simple matter of getting a quote, if need be.
#5) ARE OTHER ROOMS AVAILABLE FOR MY EVENT?
This is a good question to ask if you’re planning a wedding event. In addition to your venue space, you may require the use of a secondary or tertiary room for bride, groom or bridal party prep. Many venues will include these rooms, but some may require an extra fee, so make sure to inquire early.
#4) CAN THE VENUE HELP ME WITH SETUP?
Very important question to ask, this one. It can mean the difference between doing extra legwork, or having the venue staff take care of it all for you, which can be a tremendous weight off your shoulders. Most venues are well connected, so chances are they’ll be able to point you towards the right florists, caterers, entertainers or photographers. If you’d rather strike one more thing off your to-do list, then this is the way.
#3) WHAT ABOUT LAST MINUTE CANCELLATIONS?
The answer to this question differs, depending on the venue. Make sure to ask it early on, so that you can evaluate your decision moving forward. Bad weather, power outages or other unplanned events can spoil your event, forcing you to cancel it, altogether. Make sure to check up on whether a venue will charge any sort of cancellation fee. After all, they need to consider themselves, just as you do.
#2) HOW MANY HOURS DO I HAVE FOR MY EVENT?
Be sure to ask this question, especially for things like corporate holiday parties or weddings. It’s not just a matter of setting up the event and enjoying the festivities. Make sure you know how long you can keep the party going, before it’s time to shut down. Often times, venues will have multiple events booked, especially if it’s a weekend. Your Saturday night wedding could precede a Sunday afternoon event of a different kind. The venue will require time to clean up and prep for the next event. If you intend to take the celebrations into the wee hours of the morning, be sure it’s in the contract.
#1) HOW MUCH PARKING DO I NEED?
Most venues have adequate parking for most events, but it’s wise to check up just in case. Try to figure out exactly how many spaces are available, so you can determine whether you’ll need guests to double up on rides, or simply hire a shuttle bus. It’s also wise to make sure that the venue actually owns and handles the parking lot in question, as these can sometimes be controlled by a third party who will charge their own fee. Often times, one assumes the parking will be included without question, so don’t risk an unfortunate situation.
With a little planning and forethought, you can pull off the perfect event! Preparedness is power, and that’s important when deciding on your venue choice. For more information on how we can help you plan your next wonderful event, we invite you to get in touch with us today. We’d love to hear from you!