Here’s a list based on what I’ve learned over the years (sometimes the hard way!):

• What’s actually included in the rental price? (Tables, chairs, lighting, cleaning, security? Better to ask.)
• What is the venue’s maximum guest capacity?
• Can we bring in our own vendors? (Some venues require in-house catering or preferred suppliers.)
• Can we bring our own alcohol? If so, are there any restrictions or corkage fees?
• Are there enough power sockets available for technical setup (especially for DJs, photo booths, or catering stations)?
• What are the setup and breakdown timeframes?
• What’s the cancellation policy?
• What are the charges if the event runs longer than planned? (Extra hour rates or penalties?)
• Is a staff member available on-site during the event?
• How accessible is the venue? (Parking, deliveries, elevators, etc.)
• Do you work with any tech or entertainment partners, or offer your own event program?
• Do you work with any transportation partners or offer shuttle services?
• Is there a guest room or private space where performers can change or leave personal belongings?
• Is there a designated smoking area?
• Is there a wardrobe or coat check area for guests?
• Are pets allowed on site? (Sometimes a concern for performers or attendees.)
• Are there neighbors we need to be mindful of? (Especially for sound or loading zones.)
• What’s the venue’s damage policy? Is a deposit or insurance required?
• Are there security cameras in place?
• Any restrictions on music volume, décor, candles, or hanging things on walls?
• If the venue includes outdoor space, is there a covered area or backup plan in case of bad weather?
• Is there a clear floor plan we can use to plan layout and flow?

Bonus tip: Try to walk through the venue (virtually or in person) so you can visualize the flow and flag anything that might affect your event design.

Asking the right questions helps you avoid surprises, set realistic expectations, and focus on creating a smooth event experience for your team and your guests.