Questions to Ask a Venue Before You Sign

Money

• What exactly does the site fee include: hours, tables, chairs, linens, a coordinator, AV, parking?
• Is there a food-and-beverage minimum, and do service charge and tax count toward it?
• What is the service charge, and what portion goes to staff? (Details in the caterers guide.)
• What's the overtime rate, and when does the clock start — when the last guest leaves or when the last vendor leaves?
• Are there mandatory line items: security, valet, cleaning, restroom attendants, insurance?
• Is the deposit refundable under any circumstances? What is the cancellation schedule?
• Do prices lock at signing, or can food and bar prices rise before the event date? (Many hotels reserve the right to raise menu prices up to 10-15% for events booked more than a year out.)

Vendors and rules

• Is catering exclusive, preferred or open? What's the outside-caterer fee?
• Can we bring our own alcohol, and what's the corkage fee per bottle? Who has to pour it?
• Is there a kitchen for an outside caterer — real equipment, or a prep space with a sink?
• What are the rules on candles, confetti, sparklers, amplified music and end time? Many cities have a noise cutoff at 10 or 11 p.m. for outdoor spaces.
• Does every vendor need a COI, and with what coverage limits?
• Do we need event liability insurance ourselves?

Logistics

• What's the capacity seated with a dance floor — not the maximum on the fire certificate?
• How many hours before the event can vendors load in? Is the space shared with another event the same day?
• What's the parking situation, and what does it cost guests?
• Is there a weather backup for outdoor spaces, and by what date do we have to call it?
• Is the venue accessible, and are restrooms adequate for the guest count (a common rule is one per 50 guests)?
• Who is our contact on the day, and will they be on site the whole time?
• What happens to leftover food and alcohol we paid for?

The written confirmation

Ask for every answer that affects money to appear in the contract or an attached rider. A venue that says "we always work that out" is telling you it is not in the contract. The specific extra fees to look for are itemized in Venue Hidden Costs; the pricing models are in the Event Venues guide.

Frequently Asked Questions

What's the most important question to ask a venue?

"What is the total for 100 guests with your standard package, including every mandatory fee, service charge and tax?" It forces the venue to disclose the number the tour is designed to postpone.

Do I need event insurance?

Many venues require a one-day liability policy, typically $100-300, especially when alcohol is served. Some venues sell it themselves at a markup; buying it independently is usually cheaper.

Can a venue raise prices after I sign?

If the contract says so, yes. Hotel contracts commonly allow menu price increases for events more than a year out. Ask for a price lock or a cap in writing.