Questions To Ask Before Booking Your Next Event

Kristen Tarbutton

Booking your event venue is like choosing the perfect stage for a performance. The right choice sets the tone for everything that follows: the date, the layout, the vendors you hire, and how your guests experience the day. 

Asking the right questions upfront keeps surprises to a minimum and ensures your event flows smoothly from start to finish. Let’s make sure your big day goes off without a hitch – and maybe even add a little bit of wow factor!

Start With the Basics Before You Book

Before scheduling a venue walkthrough or signing any contracts, take a moment to nail down the essentials. These details help you and the venue team get on the same page from the start.

What type of event are you hosting?

Corporate meetings, weddings, galas, and conferences all have different logistical needs. Knowing your event type early ensures your venue can bring your vision to life — no one wants a boardroom vibe at a wedding reception!

How many guests are you expecting?

Capacity limits are important. You want your venue to be buzzing with energy — not too cramped, but also not too echoey with empty space. The right fit keeps guests comfortable and engaged.

What’s your preferred date, and is there flexibility?

Popular venues fill up fast, especially during peak seasons. You can either book well in advance or be ready with alternative dates. Having more flexibility gives you a better shot at finding an opening.

Venue Availability and Accessibility

Is the venue available on your target dates?

Ask early! Confirm how far in advance events can be booked and if they’re flexible with last-minute changes. Don’t forget to ask about setup and teardown times – if you need to prepare days in advance, a little foresight goes a long way. 

What are the accessibility options for guests?

Ramps, elevators, and accessible restrooms ensure every guest feels welcome — because everyone deserves to enjoy the party!

Does your venue have parking?

Smooth arrivals make for happy attendees even before they set foot in your venue. Ask about on-site parking, public transit access, and options like valet or shuttles for larger events. 

Cost, Fees, and Payment Terms

What’s included in the rental fee?

Some venues are a blank canvas you’ll need to set up with the help of other suppliers. Others include essentials like tables, chairs, linens, or A/V, either as part of the venue or as an add-on cost. Ask for a breakdown of what’s included to keep surprises out of your budget.

Are there hidden or additional costs?

Service fees, taxes, overtime, and cleanup costs can sneak up on you. Knowing all the additional fees ahead of time keeps your budget on track.

What are the payment and cancellation policies?

Reliable venues keep details like deposits, due dates, and refund conditions clear and upfront. If your plans shift, knowing these policies gives you peace of mind. 

Venue Amenities and Setup Options

Can the space be customized to fit your theme?

Lighting, décor, and layout can transform a venue into something uniquely yours. Just double-check any restrictions before you unleash your creativity.

Is there an in-house audio-visual system?

For presentations, music, or lighting, a venue with integrated A/V makes planning less stressful – and helps you bring out the wow factor in your event. 

Catering and Food Options

Does the venue offer in-house catering?

In-house catering can simplify logistics and make your life easier. If they do, check if their menu and serving styles match what you’ll need for your event. 

Can you bring in outside caterers?

Some venues require you to use in-house caterers or approved vendors, while others allow you to bring in outside caterers. If you have a preferred caterer for your event, ask this question early to avoid any mishaps.

Do you accommodate special dietary needs?

Wedding with an all-vegan menu? Fundraiser with guests who have religious dietary requirements? In-house catering with inclusive menu options makes every guest feel welcome.

Event Support and Staffing

Is there an on-site coordinator or manager?

Having a venue pro in your corner makes everything smoother. They handle the details behind the scenes so you can look like the planning superstar handling other parts of the guest experience.

What staffing support is included during the event?

Setup, serving, teardown, and AV support are essential for smooth, stress-free events. Knowing what’s included keeps everything on track.

Policies and Restrictions

Are there noise, décor, or time restrictions?

Every venue has its own rules, and knowing what’s included (and what’s not) can keep your plans on track. Before you can dance the night away, make sure you have factored in details like setup and teardown into your contracted rental time in order to avoid additional costs.

What’s the cleanup policy?

Some venues handle it all, while others expect you or your vendors to pitch in. Knowing what’s on your to-do checklist after your event ends can save headaches down the line.

Safety and Security Measures

How are emergencies handled?

Details like safety plans and where the fire exits are might not be needed, but having them ready keeps everyone calm. 

Are there security personnel on-site?

For high-profile events like galas or product launches, ask if security’s needed or if you need to hire your own. Your guests will thank you for the peace of mind. 

Technology and Connectivity

Is Wi-Fi available throughout the space?

Strong internet is essential, especially for hybrid events where some guests join virtually. Test the connection during your walkthrough.

Are there sufficient power outlets for vendors?

Make sure your DJs, photographers, and presenters don’t end up tripping circuits at the wrong moment. Ask ahead of time if there is a cost associated with using power.

Accommodation and Nearby Amenities

Are there hotels nearby for out-of-town guests?

Out-of-town guests will appreciate convenient lodgings – bonus points if you can get a group discount for them. 

What local attractions can guests enjoy?

Nearby dining, shopping, and entertainment options give attendees even more reasons to stick around and explore the area. 

Visiting and Inspecting the Venue

Can you schedule a walkthrough?

Photos and videos online are helpful, but nothing beats seeing the space in person and imagining what your event will be like. 

What should you look for during your visit?

Check the venue’s cleanliness, staff friendliness, lighting, and acoustics. Visualize how your event will flow within the space.

Finalizing Your Decision

What references or testimonials are available?

Past client feedback can reveal how responsive and flexible the team is. 

How flexible is the venue with last-minute changes?

Even the best-laid plans shift. Ask how they handle unexpected guest increases or timeline adjustments.

Make Your Event Shine With Meydenbauer Center

The perfect venue helps set the stage for memorable events. Asking the right questions ensures that every detail aligns with your event goals. 

Meydenbauer Center in Bellevue combines style, functionality, and exceptional support to make planning easy — and fun! Our dedicated team, modern amenities, and versatile spaces allow you to focus on creating unforgettable experiences for your guests.

Contact Meydenbauer Center to plan your next event.