11 Questions You Need to Ask When Selecting a Venue

If you are hosting a party or event at a venue, restaurant, warehouse etc. There are several questions that you want to make sure you ask if you plan on hosting a party there.

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Not all halls, venues, restaurants and warehouses are created equal. There is a list of questions you need to ask when selecting a venue for your next event.

Planning an event or party at a designated space is costly so you don’t want to send out the invites and have people arrive and not have all of your ducks in a row. There are several questions that you will want to make sure you ask, if you plan on hosting a party or event.

1. Is There Music, and If Not, Can I Provide My Own?

Music or some kind of background noise is always a must at a party or event even if you are certain the crowd will bring the noise. I am Irish and I married an Italian so you can imagine our parties are NEVER quiet. With that said, I STILL always make sure there is music at any party. Music allows you to create a vibe before the people even show up. I cannot tell you how many wonderful showers and parties I have been too, but they are so quiet, you could hear a cricket. It just feels awkward.

If the restaurant supplies music you may want to ask what type of music. If it is not the vibe you were hoping for then it’s always a good idea to ask if you can bring your own music. Bringing your own music can mean one of two things, bringing your electronic device you store your music on OR bringing in entertainment such as a band or a DJ.

Either way, you will need to know what the venue permits, includes and/or allows you to bring. If they allow you to bring in your own music, do you need the usb cables or do they have them there? Is the signal a good signal from where your music device will be? Where are the speakers? If you are bringing in entertainment, ask them what they need from you and also what you will need to supply. Do they have any equipment, where can they set up etc.? Music is important and therefore included on the list of some of the questions you need to ask when selecting a venue.

2. How Many Tables Are There? What Shape Are They, and How Big Are They?

If you read my other blog, 10 Steps to Planning the Perfect Party, then you know all of my parties have centerpieces. Centerpieces really set the stage and mood for the party. If you have large round tables than I always suggest big centerpieces that really make a statement. If they are long rectangle tables, then I always ask how long they are. I typically place a big centerpiece with a smaller centerpiece on either side for each 6ft long table. It is important to know how many tables there are, how many people fit at each, what shape they are and what the dimensions are. This will help you to decide what and how many Centerpieces to bring.

3. Do They Supply the Utensils and Plates for the Desserts?

This made it to the list of questions you need to ask when selecting a venue because this is a very important question, especially if you are having dessert. Some venues will supply the plates, napkins and silverware and also cut the cake. Others do not supply anything so you have to make sure you bring the napkins, plates, silverware and cake knife. Some will supply the silverware but they charge a cake cutting fee. Look into this so that you are not surprised when there are no plates, silverware and napkins and you have nothing to cut the cake with! In addition, make sure you ask if you can bring in your own cake. For some venues, this is a liability and they do not allow any outside food in.

4. Are There Tablecloths Included on the Tables?

Tablecloths can really change the look of a party. They really make a big difference. Some restaurants will include them but others do not, so it’s one of the important questions you need to ask when selecting a venue. If they do not include them, I always recommend buying some. You can buy some rather cheap and they make a great impression! You will also know how many you need and what size and shape because you will be asking that question as well 😊.

5. Can I Move Tables Around to Fit to My Liking?

This is important when you have long tables. I typically like to put my long tables together to form really long tables so that the centerpieces flow and people can all sit together. I think the room looks more organized and the party looks grander when set up this way. If they allow you to move tables around to your liking, ask if they will have them set up already or if you will have to move them yourself. This can really take up time and effort if you have to do this yourself, so it’s a good idea to ask.

If you plan on bringing in entertainment, it is also a good idea to know whether or not you can move things around so that you can fit the entertainment where you would like them to be. I also hosted a party where I switched out round tables for high tops since we were having a party where there was only going to be apps. Always ask, you don’t know what other tables they have in back storage.

6. What Time Can I Get There to Set Up?

This question is probably one of the most important questions to ask when selecting a venue, especially if you are going to be hosting a large party or event. It typically takes me at least 2-3 hours to totally set up. If your party is later in the day, see if there is a party before you. I highly suggest pushing your party later so that you can have ample time to set up. If it is the first party of the day, ask what time they open and how early you are able to get there to set up. THE EARLIER THE BETTER. If you have help, it will obviously take less time, but when it is just my husband and me, it takes a bit of time.

7. Can I Stick Things on the Wall? If Yes, What Can I Use?

There is nothing worse than when you arrive with banners, flags, lanterns, pictures, posters etc. and some tape and you are not allowed to use any tape on the walls. Always ask this question. Most venues do not allow scotch tape but they often times allow command tape and command hooks and/or sticky tack.

8. What are the Percentages of the Gratuity and Taxes?

This is important to factor in when you set a budget for the party. This can really add up especially if you are having a large gathering. Aside from this, always ask if there are any other fees that you need to be aware of. It is always a good idea to get all of your expenses upfront so that you can budget accordingly. Make sure everything is outlined in your contract.

9. What Time Do We Need to Be Out By?

When renting a space there is always an end time. Whether it be when the venue closes or when the next party is set to show up. Once you know the end time, always put this on the invitation so that no one is surprised when you are starting to clean up while they are still lingering around. I always like to start packing up about 30-45 minutes before we need to be out. I always put the end time 30 mins before we need to be out so again people are not surprised when you are starting to clean up.

10. Does the Venue Permit Entertainment

I have done everything from a DJ, to a Cigar Roller to Disney Characters at my parties. Some places simply do not allow any outside entertainment for liability purposes. This should always be one the questions you ask when selecting a venue because it could make or break your party depending on what you are looking to do. If this is a major element to your party or event, make sure the venue allows this. If they do allow outside entertainment, see if you need to purchase any sort of permit. You always want to make sure you are doing everything legally.

11. Does the Venue Allow Custom Packages

There are so many times where I fall in love with the space but I look at the package pricing and it is WAY over budget. Whenever I look at the package, I see so many unnecessary expenses. For example, not EVERYONE needs a beverage. Most people drink water. Also, if you can get away with finger foods and/or pizza that is always the way to go.

If you are going more formal, ask if you are able to customize any of the packages and take out the food or courses that are not necessary. I always nix Champagne toasts. They are super expensive and hardly anyone drinks the Champagne. If you want to do a toast, just tell everyone to raise your glasses. Whatever they have, they can drink.

Drink packages tend to be expensive too. Ask if you can do a bar cap which is a great way to pay for the first round or a set amount and then cap it after that. This is also a great way to ensure you stay within the budget. You can usually customize most drink packages.

That concludes the list of questions you need to ask the venue before planning your next party or event.

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