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{ Event Planning Guide }

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.



  • Reception Area

  • Theater/ Meeting Room

  • Dinning Area



  • 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



  • 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



  • 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?



  • 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?



  • 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?



  • 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?

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