Questions to ask a venue before you book

Ask these five first

1. Is the room free on our date, and until what time?
2. What’s the total for our number of guests: room hire, a minimum spend or a price per head?
3. What’s included?
4. Can we bring a cake and decorations?
5. What deposit do you need, and when is it refunded?

They decide whether a venue is right, and they fit in one short email. The venue enquiry email template has them ready to send.

The date and the hours

• Is our date free? Is a second date possible if it isn’t?
• What time can we get in to set up, and when do we have to be out?
• Is there a finish time, or a time the music has to go down?
• Is the room ours alone, or shared with other guests?

The room

• How many does it hold for our layout: seated, standing or a mix?
• Can we see a floor plan, or photos of it set up for an event?
• Is there step-free access and an accessible toilet?
• If it’s outdoors, what happens if it rains?

The price

• What’s the total for our number of guests and our hours?
• Is it a room hire fee, a minimum spend or a price per head?
• What’s included: tables, chairs, staff, a microphone, a screen?
• What costs extra: cleaning, security, a service charge, a weekend or public holiday rate?
• Do the prices include tax?

Three venues will often quote three different ways. How to compare venue quotes turns them into one total.

Food and drink

• Do you cater, or can we bring our own caterer?
• Can we bring a cake, and is there a charge to cut and serve it?
• Can you cater for dietary needs?
• What drinks packages or bar options are there?

The rules

• Can we decorate, and is anything not allowed (candles, confetti, tape on the walls)?
• Can we bring a DJ, a band or our own playlist?
• Do you need security, a bond or insurance from us?
• Can we use our own suppliers, like a photographer or a florist?

The deposit and cancelling

• How much is the deposit, and when is the rest due?
• When is the deposit refunded, and when is it kept?
• What happens if we need to change the date?
• What happens if you have to cancel?

On the day

• Who is our contact on the day?
• Is there parking, or public transport nearby?
• Where can guests leave coats and gifts?

Get it in writing

Once you’ve agreed, ask for it in an email or the contract: the date and hours, the room, the number of guests, the total and what it includes, and the deposit and cancellation terms. If something goes wrong, that’s what you’ll point to.

What Eventier asks for you

Eventier writes your enquiry with the questions that decide, sends it to each venue you pick once you approve it, and reads the replies. It pulls out the date, the quote, what’s included and what they need from you, and lays them side by side.

Questions