Choose your event venue before booking services

Choose an event venue around the program, food service, and how guests will move through it. An advertised capacity does not tell you whether your preferred table layout, performers, and dancing can fit at the same time.

Walk through the event during a site visit

Consider arrival, coat storage, dining, activities, and departure. Check restrooms, routes through the space, and participants’ accessibility needs. Confirm permitted uses and occupancy with the venue operator.

Ask for a floor plan furnished for your proposed event. If dining tables need to move for the program, agree on who will move them and where they will go. That change will not happen by itself during the celebration.

Find out what the rental includes

Ask about furniture, tableware, kitchen use, technical equipment, cleaning, and staff assistance. Check whether you can choose your caterer and performers freely or whether the venue has conditions or required suppliers.

Agree on access for setup and deliveries as well as the time guests arrive. Get the breakdown deadline and arrangements for extra hours and damage in writing.

Check program and weather constraints

Describe the music, outdoor use, and other planned activities. Find out about noise limits, operating hours, and safety instructions. Suppliers need this information to assess their own work.

If any part of the event is outdoors, consider a bad-weather alternative before booking. After the site visit, update the budget with all missing services. Compare the cost of a venue ready for your event, not just the rental: what does it provide, and what must you arrange yourself?