Questions to ask the venue (and yourself) before booking

Choosing a venue for a work function can be a balancing act: logistics, budget, experience. There are a few things you should tick off your list and questions you can ask yourself and the venue prior to signing on the dotted line.

Some events are internal, involving only company employees, and others are client-facing. So whether you’re throwing a product launch, EOFY celebration, strategy session, awards night, or client dinner, asking the right questions upfront can save you time, budget, and stress down the track.

Questions to ask yourself

Before you even reach out to the venues, you’ll need to take two steps back. What are the crystal clear event goals? The more definite your goals are, the easier it will be to find a space that fits. Don’t try to fit a square peg through a round hole; eliminate venues before you even start.

• What’s the purpose of the event? Is it a celebration, team building, networking, or client engagement?
• What’s the feeling you want the guests to walk away with? (Think: polished and professional, relaxed and social, or creative and high-energy.)
• What’s our true budget – don’t forget about the hidden costs: hire fees, catering, styling, and AV?
• Do you require parking, public transportation access, or nearby accommodations?
• Do we want everything in one place, speeches, cocktails, and dinner – or different spaces for each part of the event?
• Does the venue reflect our company culture and the brand image you’re trying to get across?
• How flexible is the venue if numbers or schedule changes?

Looking for a venue? Browse our Instagram to help with the brainstorm! 

Questions to ask the venue

So you’ve narrowed down what you need from the venue before the hunt has even started. Now it’s time to determine what the venue can offer. It’s time to dig a little deeper.

These questions will help you uncover what’s included, what’s not, and whether the venue team can deliver the experience you need.

• What’s included in the hire fee – AV, furniture, staffing, cleaning, or security?
• Do you offer in-house catering, and will you cater for dietary requirements?
• Can we bring in preferred suppliers or corporate partners?
• What’s the bump-in/bump-out times, and are they flexible with early access?
• Who is the main point of contact through the planning process, and will it be the same on the event day?
• What are the venue restrictions, particularly around curfews, alcohol service, music levels, and theming/decorations?
• Contingency plans! If there’s bad weather, are there backup options that won’t impact the party/event?
• For events that are hybrid or involve a presentation, is there reliable tech support and WiFi?
• What are the payment terms, and the fine print, including cancellation or postponement policies?
• Do you offer corporate packages, multi-event discounts, or repeat-booking benefits?

Venue Crew Tip

Before you sign, ask to see a detailed floor plan or sample run sheet from a similar event. It’s often the small details — like setup times, staff ratios, or load-in access — that can make or break your day.