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Essential Questions to Ask Your Venue Before Booking an Event

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Are you looking to book the perfect space for your next event? Whether you’re planning a wedding, birthday party, or corporate event, you'll want to ensure that the location you’re booking meets all of your expectations.


It’s important to ask questions and have a complete understanding of the space, amenities, budget, security, and more. We’ve compiled a comprehensive list of questions to ask your potential event venue, ensuring you’ll be able to get everything you need.


Basic Event Planning Questions


  • Is the venue available on my preferred date(s)?

  • What is the capacity of this venue space?

  • What is the total rental cost?

  • Is parking available, and for how many spaces?

  • Will there be on-site staff during my event?

  • What event types does the venue typically host?

  • Does the venue have outdoor space available?


Budget Questions


Once you have the general questions covered, it’s critical to understand the charges, fees, and any other pricing elements to ensure the event fits your budget requirements.


  • What is the deposit requirement? Are deposits refundable?

  • Are there extra charges, such as cleaning, not included in the quoted price?

  • Are there minimum spend requirements for food and drinks?

  • What is the cancellation/refund policy?

  • Are there different rates for weekdays vs. weekends?

  • Are there different seasonal rates?

  • Are taxes and gratuities included in the quoted price?

  • Is setup and cleanup included in the quoted price?

  • What is the policy for overtime charges in the case of the event lasting longer than contracted?

  • Would you be able to provide an example budget from a past similar event?

  • Do you offer any discounts or promotions?

  • Any extra charges I should be aware of?


This will help you have a concrete idea of what the final price will look like, so there are no surprises on the day of the event.


Facility and Amenity Questions


To ensure the venue features all the required amenities needed for your upcoming event, here are some key questions you can ask:


  • Does the venue offer free Wi-Fi?

  • Is catering offered? If so, what kind of food is provided, and can I have a menu?

  • What kinds of chairs and tables are available for use?

  • Is the venue wheelchair accessible?

  • What types of spaces are available when renting?

  • Is overnight parking available?

  • Are there decorations available for use?

  • What layout configurations are available?

  • Is there a coat check available for guests?

  • Are there separate changing rooms for bridal parties?

  • Is a stage available for speakers?

  • Does the venue offer audiovisual equipment and technical support?

  • If I had a unique production setup, would you be able to accommodate it?


Venue Location

If your event requires people to travel from out of town, it’s important to get a good sense of the location to make sure it will serve as a worthwhile location:


  • Is the venue located near hotels, or does it provide accommodation for guests coming from out of town? Would there be transportation available from the hotel to the venue?

  • What popular attractions are located nearby?

  • Is the venue near public transportation?

  • Do you have partnerships with any nearby hotels?

  • Are ride-share apps easily accessible in the area?

  • What restaurants and shops are nearby when guests have downtime?


Catering Questions


If your event involves food, ask these questions so you know what to expect:


  • What is the cost of your catering?

  • Do you have vegan and vegetarian options?

  • Are menu tastings available before booking?

  • Is an external caterer allowed?

  • Do you have an alcohol license?

  • Do you have a food and beverage minimum?

  • Do you provide complimentary water?

  • Do you provide glasses and cutlery?

  • Is staff provided for food and beverage services?


Logistical Questions


No matter the type of event you’re planning, you’ll want to ensure it runs as efficiently as possible. Here are some questions you can ask to get ahead of planning the logistics:


  • Who will be our main point of contact during the planning process and day of the event?

  • Is there a loading dock or other designated area for deliveries?

  • What are the general procedures for guest check-in?

  • Are there any limitations to bringing in outside vendors, such as DJs, decorators, and caterers?

  • What plans are in place for emergencies?

  • Are there any restrictions I should be aware of?

  • Is insurance required for events?

  • What’s the earliest time guests and vendors can access the venue?

  • How is cleanup handled once the event is completed?

  • For outdoor events, is there a plan in place for inclement weather?


Why E.V. Bishoff Is Your Ideal Event Venue Partner


Entrust your event space planning to E.V. Bishoff and we’ll exceed your expectations! From the initial planning phase to seeing to your needs on the day of your event, we’ll work closely with you to ensure everything goes smoothly.


We offer large venue spaces for a variety of events, with options including:



And for events with a smaller number of guests, we have the perfect spots in Columbus, Cleveland, and Pittsburgh. We’ve carefully selected each of our event spaces to ensure each offers a convenient, well-maintained, and secure location where you can create a memorable experience.


Plan an Unforgettable Event with E.V. Bishoff


The E.V. Bishoff team is here to help bring your event to life. Reach out to us today to get started! We look forward to making your big day magical.


 
 
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