There are no right or wrong answers to these questions. This list simply provides ideas to consider so you can select the venue that best fits your event needs.

 

Capacity

• Reception Area

• Theater/ Meeting Room

• Dinning Area

 

Caterer

• Exclusive caterers?

• In-house tables/linens/chairs? If so, check out the quality.

• Typical Menu cost per head for cocktails, heavy appetizers, etc.

• Bar tender charges?

• Serving charges?

• Cake cutting charges?

• Minimum food and beverage spend?

• How early can your caterer arrive the day of event set up?

 

Rental Fees

• Usually negotiable, especially for major brand/off day

• Does fee include a set up day?

• How early/late can your teams load in?

• Any discount for payment by check or early payment?

• Hotels should waive any room rentals when food and beverage meets a minimum

 

Bathrooms

• Will you need to provide extra amenities to make the room nicer?

• Cleanliness - poor kept restrooms reflect poorly managed venue

• Number of stalls vs. number of guests

 

Parking

• Existent?

• Fee to use parking lot?

• Valets - included? Is there a preferred valet company?

• Buses - if using buses - is there room to turn around, and unload?

 

Shipment

• Will the venue accept and store boxes a few days before event? Price?

 

Audiovisual Team

• Exclusive AV company?

• What tech operators are included, if any? (lighting tech, sound, camera)

• Cost of in-house AV team? Per hour and operator?

• What AV exists in house? See the quality of the project and check compatibility.

• Internet Access - speed and logistics (do you need to drop lines, Pricing?)

• Cost to use existing lines?

 

Stages

• Note any restrictions and size dimensions

• Height from ground to hang points

• See stage lighting with room dark

• Existing backdrops, can you utilize these for your event?

• If a stage must be brought in, understand load-in logistics and restrictions

 

Registration/ Place Card Area

• Is there a clean, open space near the entrance of venue and in front of main room?

• How much signage can be placed outside of meeting room, in common areas?

• Will other events be held during meeting/wedding/party?

• Does venue have staff to help with registration/guiding guests to room?

 

Entrance

• Opportunity to brand/decorate entrance area?

• Curb appeal; are you comfortable with the current look and feel of the entrance?

 

Reception Area

• How close is the area to the ceremony/ meeting room?

• Ideally a large open space with the ability to brand/decorate

• NOTE: boreding, large white walls allows great space for gobos and huge banners.

• What furniture can be utilized for your event?

• Will the venue take away any existing furniture you don't want for your event? Any charges?

• How early can you set up in this area?

 

Other Clients

• Who else has held events at this venue in recent months?

• Testimonials? Can you contact references?

• Has a major competitor hosted parties at this venue for a similar client base?