What Questions Should An Event Planner Ask Prospective Event Venues?
There are few decisions more important than the where of your event, or selecting physical and virtual real estate for your experience. The right venue can help your event planner craft the right experience for your guests, and serve as a jumping-off point for inspiration in all aspects of the event.
Whether you are working with an experienced event planner, your local Convention and Visitors Bureau, a site selection company or a combination of the above, here is a list of questions to ask that will get you started in ensuring that you make the exact right choice for your stakeholders.
Questions Every Event Planner Should Ask Prospective Venues
Basics:
Directions for each way to travel to the venue*
*Note - most venues have this on their website, but if not, note your travel and any potential roadblocks
Maximum guest count allowed in the space
Does the venue have onsite parking options?
Self-park and valet?
Where is the closest public transportation?
What safety measures and equipment are in place at the venue?
Example: Is there a defibrillator onsite, COVID Safety, closest hospital
How is the venue used other than for events? Does that dictate when and how private events can occur?
Setup:
Where are the entrance(s) and exit(s) for the building?
Is there a loading dock?
Is the building ADA Compliant?
If so, what is that experience and how is it the same and different as other guests?
What setups can be offered in the space, and how many different styles?
Example: Rounds vs Theater style
What size tables are in-house, what needs to be rented?
Does the venue have in-house chairs or do they need to be rented?
Where would the stage look best in the floor plan?
Are there Digital Signage opportunities?
Budget:
Is there a rental fee, separate from the food and beverage minimum?
If so, ask what the rental fee includes
They should have dedicated event packages; ask your event salesperson if they are inclusive of tax, service charge, and any other fees.
How does the bar setup work?
Are you responsible for bringing in the beer, wine and liquor or do they have their license?
Is there a specific or exclusive vendor in charge of the bar?
Is a Signature drink included?
Can you offer a cash bar, drink tickets, or a consumption package instead of bar packages?
What non-alcoholic beverages are included, if any?
Are there preferred or exclusive vendors to this hotel?
Do they have partnerships with any local vendors to offer hotel, transportation, etc?
Any hidden costs we aren’t thinking of?
Catering:
How many entrees can your guests choose from, for a seated dinner?
Does the caterer offer buffet, stations, and passed options?
Does the caterer have the ability to customize pricing?
When will you have to give them your final entree count/guest count?
Do they have minimums for their packages, either amount of guests or time served?\
What about vegan/gluten free/diabetic/Kosher/Halal or other special meals?
Do they offer a tasting? If so, how does that work?
Audio/Visual:
What existing audio visual is included in the space?
Sound, lighting, visual effects
Is there an exclusive or in-house vendor?
Do they offer built-in AV in any capacity?
Run through a high-level expectation of the program; what is needed and how can we supplement?
What does labor cost?