Questions to ask a Venue

Have the following details ready before calling:

• • Event date(s) and time(s)

  • Number of guests

  • Type of seating (reception style, banquet style, standing only, etc)

  • Audio/visual (presentations, video, music)

  • Budget amount

Common Questions:

General

• • Who is the event venue contact person?

  • How do I reserve a space at your event venue?

  • Room Availability and Options

  • Is your venue available on my selected event date with the number of guests expected?

  • Do you have multiple rooms that could accommodate my event?

  • What is the maximum capacity for the room(s)?

Budget and Fees

• • Can your venue work within our budget amount?

  • Is there a room rental fee? Is there a food and beverage minimum to spend?

  • Are there additional fees for audio/visual, tables, chairs, etc.?

  • Do you need a deposit? Can it be paid with a credit card? Is it refundable?

  • When is the final balance due? Can it be paid with credit card?

  • Is event insurance required? Is so, how much is event insurance?

Catering and Food Options

    Drinks options:

• • What are the options for alcoholic drinks– cash bar, open bar, consumption bar, drink tickets?

  • What are the options for non-alcoholic drinks?

    Catering options:

• • Can we bring in outside catering?

  • Can we bring in our own dessert?

Logistics

• • Is there a dress code?

  • Is parking available? Valet or self-park?

  • What is the inclement weather policy? (especially for outdoor events)

  • When do you need the final number of guests?

  • What is the closest metro or train station?

  • Will the space be private or will shared with other customers?

For ticketed events:

• • Can we leave the tickets at will call?

  • Can you reserve a block of tickets or do we need to buy the tickets in advance?

  • Are there server/bartender or any other additional staff fees?