Questions to ask on site
Capacity numbers on a brochure rarely match seated reality. Ask for the seated and standing figures, and where the vendors load in.
- What is included in the rental, and what is extra?
- What are the sound and curfew rules?
- Is there a rain plan and a bridal room?
Visit at the right time
If possible, see the venue at the hour your event would run. Light, noise, and traffic change a place more than people expect.
Look past the styling
Show rounds often happen in a fully decorated room. Ask to see photos of the space empty, or visit on a day with no event, so you understand what you are actually renting.
Notice the ceiling height, pillars, and fixed lighting. These shape what is possible far more than the carpet or chairs, which can always be covered or changed.
Check the guest journey
Walk the route a guest would take, from the car park to the entrance, the restrooms, and the exit. Long walks, steep stairs, or a single narrow door become real problems with hundreds of people.
Ask where drivers will wait and how elderly guests will be dropped off close to the door. Small answers here say a lot about how experienced the venue team is.
- Parking capacity and drop-off point
- Lift or ramp access for elderly guests
- Number and location of restrooms
- Separate entrance for vendors
Read the contract slowly
Before signing, ask for the full contract and read the sections on cancellation, overtime, damages, and approved vendors. Many venues charge a fee when you bring an outside caterer or decorator.
Get every promise made during the visit written into the agreement. A friendly sales manager may move on, but the contract stays.
