You are planning an event, and you are looking for the perfect venue. What information do you need to know before you start making calls? Regardless of what kind of event you’re planning, when you make that first contact with any venue, they might have a few questions for you about your event.

It’s always safe to start off with knowing what kind of event you want to have. Are you getting married? Will your reception benefit a non-profit? Is someone graduating? Does your company or association need an off-site? This is a great starting point.

From here, a salesperson might ask you how many attendees you’re expecting. While they might not need to know the exact number, the difference between 200 and 500 might dictate the space and date that the venue can offer, which ultimately affects your budget.

After you’ve discussed what kind of event you’re hosting and the expected number of attendees, the next details to think about are the date and timeframe. Do you have one date specifically in mind, or are you flexible? This could also affect your budget, especially based on the availability of the venue itself. If your date is flexible within a few months, or on a weekday vs. a weekend, the cost may change significantly due to peak seasons or times.

After starting with these small details, you are ready to begin calling venues and start planning! Sometimes it’s helpful to have questions of your own to ask the venue. For example:

• Are there specific limitations on set-up and tear-down times?
• What items are included with the space rental (i.e. furniture, linens, audio visual)?
• Does the venue have a preferred vendor list?
• Would there be any limitations on décor in the venue?
• How available is parking at or near the venue?

By asking these types of questions, you may find that you have additional questions for the venue to answer. But with more questions, comes more answers, and soon enough, your event has been planned.

Ready to plan your event? Fill out our form today to get started. Happy planning!