Beyond theming and budget, one of the first things you have to plan and source is a venue. Early on in your party or event planning, you need to focus on choosing a venue because so many other things depend on where the party is held. Your décor, food, drink and music will change depending on if you have a large, small, private, or public venue.
There are a few things that you need to remember to ask. This list is in no way exhaustive, but has some big pain points that you should figure out sooner, rather than later. And, you can get a downloadable checklist at the end, so you don’t have to bring your handwritten notes with you. Let’s go:
What is the total capacity?
This is an important question to ask if you think you’ll be having a big event, or if the venue seems small. You want to make sure you know what the limit is for your guest list, or if it’s way off, you need a different venue. I learned this one working. I used to run a Barnes & Noble store and we had to clear the whole store out one night because we hit max capacity during a Harry Potter book release. You don’t want your party to get shut down either!
Besides legal implications, you want your guests to be comfortable. You don’t want to shove more guests than can fit into a space. Those limits are there for a reason!
Is there a noise curfew?
Depending on where your venue is located, you may have to stop the noise at a certain time, like ten or eleven at night. If you’re throwing a party with a DJ or even just your own music, this is something important to ask your venue.
You want to prepare ahead of time to have your party at the correct time. Nothing worse than starting an event at 8pm and having to shut it all down before 10pm.
Do I need to have insurance?
Most party and event venues carry their own insurance. But, you should still ask. Additionally, you might be considering an off the beaten path venue, or outdoor public space. Make sure you obtain the proper event insurance that’s required by law. Hopefully they have it and you don’t have to do anything. But, if it does end up being up to you, you can work it into your budget.
Do I need to have a permit?
This one is especially important if you are either in a public space (i.e. outdoor park) and/or serving liquor. Some event venues have their own permits and you won’t need one. You also may be able to use the permit of whoever is catering your event (if you have a caterer).
A lot of parks run by the city will require you to get an event permit. Just check with your local government.
Am I allowed to serve food/liquor?
Not all venues allow food and drinks, although most do. When choosing a venue, it’s not a surprise you want to experience after you’ve already booked the place. Double check and make sure it’s ok to have food, drinks and/or liquor. They may advise you on permits and vendors, or they may have their own.
Can I use outside vendors?
Speaking of vendors, check with your venue to see if outside vendors are allowed. If they are, that means you can use any caterer, DJ, bartender, event planner, or photographer. Great! However, it’s a good question to ask, especially if your event is a wedding.
Many venues have either a set of vendors they exclusively use, or a list to choose from. It’s not a bad thing, but you should know that before you go into full fledged planning mode.
What deposit do you require?
We are all looking to save a buck, right? The last thing you want to do is find a venue, fall in love with it, sign a contract and then be asked for more money than you have in that moment. Always ask what deposit they require to book a date.
Sometimes it’s a percentage and sometimes it’s a flat rate. But, make sure you know what you need to pay upfront so you can plan your finances.
Is there parking?
This is the one thing I almost always forget to think about. Where is everyone going to park? Is there enough space? Is it free or paid? These things you need to know to be able to determine if you guest list will be able to have space to park.
The last thing you want is to put a damper on your party by having to make guests park somewhere else and walk. Or, have them show up and learn they have to pay. At least find out when choosing a venue, so you can manage expectations ahead of time.
Do you have wifi?
This seems like a silly question. Most places have wifi. But, some still do not. If you are going to need an internet connection for anything, make sure you bring it up. Definitely get the credentials when you get closer to event/party day too. You don’t want to scramble on the day of and figure this stuff out.
Can I take/post photos?
In the day and age of social media, it’s always good to check with the venue on their posting policy. Some may have no issues or restrictions. Others may require you to tag them, or credit them in some way. It never hurts to ask the venue operator up front. It also shows some respect to their venue that they will appreciate.
Wrap Up
A great resource when you’re choosing a venue, whether it’s for a party, wedding or corporate event is a website called EventUp.com It will show you the available venues in your city with guest capacities. I always recommend confirming this information with the venue, because you want to make sure it’s updated. But, on this site you can filter by distance, event type and number of guests. I really enjoy using it. Of course, if you’re planning a wedding, TheKnot.com is a great option as well.
What do you think? Any questions you’ve found important that aren’t listed? Comment below with any questions you ask when choosing a venue! And, for your convenience, you can get a downloadable checklist by entering your email below. You’ll also get updates from the blog periodically. Happy venue hunting!
Other posts you may like:
How to Come Up With a Good Party Theme
9 Reasons to Have an Amazon Wedding Registry
