For any event, choosing the venue is the most important decision you will have to make in the organisation process. It not only sets the tone for your event but will likely take the biggest chunk out of your budget, so you want to make sure you are getting value for money, with no hidden costs or surprises on the day of the event.
Before you book a space or place a deposit, use our venue checklist to know what it is you will be getting!
T H E S E T U P & L A Y O U T
Do you have availability on our preferred dates?
Have you held a similar event in the past?
What is your maximum capacity?
What is your capacity for each setup style: theatre, classroom, boardroom, cabaret, banquet and u-shape?
Can you send on images of the room setup in each style?
What is your minimum delegate number?
How far in advance do we need to communicate our minimum/final delegate numbers?
Will we have exclusive hire of the venue?
How long is the event room available?
Do you have any restrictions for event décor and signage?
Can we have access to the event room the evening before the event for setup?
Are the event rooms fully accessible for people with disabilities?
What safety precautions are in place during the COVID19 pandemic?
Can you organise a site visit?
P A Y M E N T P O L I C Y &
C A N C E L L A T I O N P O L I C I E S
Do you require a booking deposit?
What is your payment schedule?
What forms of payment do you accept?
What is your cancellation policy?
Do you have a COVID19 specific cancellation policy?
T H E C O S T S
Are your prices VAT inclusive?
What is your room hire only fee?
Do you have a half day hire fee?
What is included your daily delegate rate?
Do you offer any discount for multiple event bookings?
T H E E X T R A S
What meeting stationary is included in the daily delegate rate?
What AV and staging is included in the daily delegate rate?
Do you have a preferred AV supplier?
What furniture is included in the daily delegate rate?
Do you have a preferred furniture supplier?
Do you have breakout spaces available?
What is the capacity of these breakout spaces (include each setup style)?
Are the costs of the breakout spaces included in the room hire fee/daily delegate rate?
What AV is available in the breakout spaces?
What catering options are included in the daily delegate rate?
Do you offer a menu tasting?
Can you cater to allergens and special dietary requirements?
How far in advance do we need to communicate special dietary requirements?
Do you have a list of preferred caterers?
Do you provide event security? What is the cost?
Do you provide an overnight hold on the event space? What is the cost?
Do you provide secure onsite parking? What is the cost?
Where are the nearest parking options located?
Where are the nearest rail/bus stations located?
Is there a delivery and storage area during the event?
Are there restrictions on delivery times?
Do you provide accommodation as part of the package?
Can you offer a preferential room rate to our delegates?
If you do not provide accommodation, do you have a list of nearby options?
O T H E R
Do you have any renovations or other changes planned between now and our event date?
Are there any events or other activities around our event date that would impact parking and accommodation options?
Are there any extra fees or costs we need to be aware of?
Q U E S T I O N S F O R Y O U
Does this venue suit the overall theme of our event?
Is this venue suited to the overall goals of our event?
Download Our Wedding Budget Calculator!