Oh my goodness, I am so excited for you! Finding the perfect venue feels like falling in love, doesn’t it? You walk into a space, see those high ceilings or that gorgeous garden, and you can already imagine your beautiful balloons and happy guests filling the room. It is absolute magic!
Watch out for hidden rules
But before you get swept away by the vibes and grab that pen to sign on the dotted line, we need to take a deep breath and talk business. As a professional planner, your job is to protect your client’s budget and your own sanity. Sometimes the most beautiful spaces have the sneakiest hidden rules! To make sure your event goes off without a hitch, I have put together the seven essential questions you need to ask every venue manager before you commit.
What Exactly Comes With the Room?
First and foremost, you have to ask exactly what is included in the rental fee. It sounds simple, but you would be shocked at how many venues provide just the empty room! You need to know if they provide tables, chairs and linens, or if you will need to source those yourself from our master list. If they do provide them, ask to see them in person! You don’t want to find out on event day that their “included” chairs are scuffed or the wrong color for your vision.
When Can My Creative Team Get to Work?
The second question is all about the clock, specifically asking what time your vendors can actually arrive for setup. There is nothing more stressful than trying to build a massive floral installation in only one hour because the venue didn’t tell you there was a morning event in the same room! Make sure you have a clear window for load-in and teardown so you aren’t rushing your creative process.
Who Is Allowed to Handle the Food?
Next, you absolutely must ask about their catering policy. Some venues have an exclusive list of caterers you are forced to use, while others allow you to bring in whoever you want. If they have a “preferred list,” ask if there is a buyout fee to bring in an outside vendor. This one question can save your client thousands of dollars in the long run!
What Are the Sneaky Hidden Fees?
Speaking of the budget, you need to ask for a full breakdown of any service charges and taxes. The price you see on the brochure is almost never the final price. Ask if there is a mandatory gratuity or a resort fee added to the bill at the end. Getting the “out-the-door” price now prevents a very awkward conversation with your client later when the final invoice arrives.
Can I Actually Decorate the Way I Want?
Don’t forget to ask about the rules for decor! This is a big one for us planners. Some venues are very strict and don’t allow anything to be hung from the ceiling or taped to the walls. If you are dreaming of a floating balloon installation or heavy draping, you need to know if the venue’s structure can actually support it and if their insurance allows it.
Will the Lights Actually Stay On?
The sixth question is all about the power. It sounds boring, I know, but you need to ask where the outlets are located and how much power the room can handle. If you are bringing in a DJ, photo booths, and professional lighting from our tech vendors, you don’t want to blow a fuse the second the party starts!
What Happens if Plans Have to Change?
Finally, always ask about their cancellation policy. We all hope for the best, but life happens! You need to know exactly what happens to the deposit if the event has to be moved or canceled. Knowing you have a fair contract in place lets you sleep so much better at night.
Ready to Shop for Your Space?
Asking these questions makes you look like a total pro and ensures that your event is a success from start to finish. If you find out the venue doesn’t provide the basics, don’t panic! You can find everything you need to fill in the gaps in our Wholesale Vendors List.
