Top 5 Questions You Must Ask When Booking a Venue

If you need to organize an event, finding the perfect venue may seem impossible at first. There’s so much you need to consider. The location, pricing, capacity, and the general atmosphere are just a few deciding factors.

Once you’ve found a venue that seemingly checks all your boxes, you could be tempted to book it immediately. But you shouldn’t make haste to sign the contract, or you’ll end up getting yourself in serious legal trouble.

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In this blog, we’ll discuss 5 questions to ask the venue when planning an event to ensure everything goes smoothly.

What Is and Isn’t Included in the Costs of the Rental?

The first question you need to ask the venue is about all the services they offer. Find out what the rental cost includes. Ask them how many tables and chairs they can supply for your event. Make sure they’re enough for the size of your event.

Besides, ask any questions you may have about setting up audio and visual equipment. Make sure you’re allowed to make necessary accommodations based on the type of your event.

What Time Frame Can We Have Access to the Venue?

This has to be one of the most important questions you can ask when looking for a venue. Ask the venue if they have any guidelines about when you or your vendors can arrive and make the arrangements. Don’t forget to ask them if they charge an hourly rate, in case you plan to get to the venue before your time slot.

What’s going to Happen If Fewer People Show up Than Expected?

Attrition is the difference between the actual number of attendees and the expected number of attendees. It’s the minimum amount of revenue that venues are guaranteed from your event. That’s why you’re required to pay damages if fewer people show up.

Ask the venue about the steps that will need to be taken in such cases and try to negotiate on the slippage before signing the contract.

In light of the recent pandemic, it’s advisable to have a smaller guest count so that the venue can be utilized appropriately. All the seats and tables should be spread out to allow the guests to maintain social distance safely.

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What Are Your Wi-Fi Capabilities and Their Charges?

Nowadays, events aren’t complete if they don’t have affordable and reliable network connectivity. Make sure you have enough information regarding your venue’s Wi-Fi capabilities and charges. Don’t forget to ask them if there are any restrictions you need to consider if they’re providing free connectivity.

What’s Your Cancellation Policy?

Cancellation policies can differ between venues, so you should double-check the non-refundable deposit. Ask the venue about their cancellation terms to determine the penalty if your event gets canceled or postponed.

For larger events, the cancellation charges can be as much as 100%. It’s important to keep all possible considerations in mind before booking the venue to avoid unexpected expenditures. You may even consider asking the venue about a secondary date to hold your event if you have to postpone it.

Final Words

It’s also essential to note that the venue needs to have an effective plan in place for a national shutdown or global crisis.

Based on the CDC’s guidance, venues need to have a ventilation system designed to flow fresh air every hour. It’s also important to ask how often the place gets cleaned and what measures are taken to disinfect the space between each event.

There’s more to finding the right venue than meets the eye. Looking for a space that accurately reflects the tone of your event is just the first step. You need to ask the proper questions to make sure you’re getting maximum value for your money.

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