Checklist: What to Ask Before Booking a Venue

Booking the right venue is one of the most important (and often most expensive) decisions in any event. Whether you’re planning a wedding, corporate event, birthday party, or workshop, choosing the wrong venue can lead to unexpected costs, last-minute headaches, or even the need to start over.

To help you book with confidence, we’ve prepared a simple but essential checklist of questions you should always ask before signing a venue contract.

1. Is My Preferred Date Available?

Start with the basics. Popular venues can get booked months (or years) in advance, especially for weekends and wedding seasons. If your date is flexible, ask about off-peak pricing options.

Tip: Use our platform’s real-time availability filters to avoid wasting time on unavailable dates.

2. What’s Included in the Venue Rental Fee?

Ask exactly what comes with the rental. Does the fee cover just the space, or does it include tables, chairs, lighting, sound system, or staff? Clarifying this upfront helps you avoid unexpected rental costs later.

Always ask for a full list of what’s included — and what isn’t.

3. Are There Any Hidden or Extra Fees?

Some venues charge additional fees for things like:

• Overtime

• Security

• Cleaning

• Corkage (if you bring your own alcohol)

• Power usage for equipment or lighting

Request a complete breakdown of potential extra charges — especially if you’re planning a longer event or bringing in outside vendors.

4. What Is the Cancellation and Refund Policy?

Life happens — and so do schedule changes. Always ask:

• What happens if you cancel?

• How much of the deposit is refundable?

• Can you reschedule instead of cancel?

• Are there penalties for changes?

This is especially important for weddings or outdoor events that may be affected by weather.

5. Are There Restrictions I Should Know About?

Don’t get surprised on event day by a venue that doesn’t allow your DJ, confetti, outside catering, or late-night dancing.

Ask about:

• Vendor restrictions

• Noise curfews

• Décor limits (e.g. no candles, no nails)

• Alcohol policies

• Parking and access rules

You want to make sure your creative vision can actually happen in the space.

Bonus Questions to Consider

If the basics check out, here are a few more good-to-ask questions:

• Is the venue wheelchair accessible?

• What’s the guest capacity (standing and seated)?

• Is there a backup plan for outdoor events (like a covered area)?

• Do they offer in-house coordination or support staff?

• What’s the payment schedule?

Final Thoughts

Booking a venue isn’t just about choosing the most beautiful space — it’s about choosing the right space. Asking the right questions upfront helps ensure a smooth planning process and a stress-free event day.

Ready to start your venue search?