What Should You Ask a Venue Before Signing the Contract?
Finding the right venue is a major step towards a successful event. The location works, the space looks fantastic, the date is available and the quotation appears to be within budget. It’s tempting to confirm the booking and move on to the next item on your to-do list. However before you sign anything, there are some important questions worth asking.
Over the years at Function Fixers, we’ve seen how seemingly minor details in venue contracts can create unexpected costs, complications and occasionally some very difficult conversations. Most problems are avoidable, provided you know what to check before committing. Whether you’re booking a conference, company away day, product launch or corporate party, here are the questions we’d recommend asking before signing on the dotted line.
1. What exactly is included in the quoted price?
This might seem obvious, but it’s surprising how differently venues structure their quotations.
One venue might include room hire, furniture, basic AV equipment and refreshments in a single package. Another might quote an attractive room hire rate, with everything else charged separately. Before accepting a quotation, make sure that you establish precisely what’s included.
Ask whether the price covers:
- Exclusive use of the event space
- Tables, chairs and any additional furniture required
- AV equipment, microphones, screens and technical support
- Wi-Fi for all delegates
- Catering, refreshments and service charges
- Cloakroom facilities and staffing
- Security, cleaning and event management
- VAT
It’s particularly important to establish whether the quoted price is inclusive or exclusive of VAT. An unexpected 20% increase can make a considerable difference to your budget. If you’re comparing several venues, make sure you’re comparing the total cost of delivering the same event, rather than simply looking at the initial quotation. Our free Venue Budget Estimator can help you establish an indicative budget before you start requesting venue quotes.
2. What are the cancellation terms?
Nobody books a venue expecting to cancel, but circumstances change. A company might postpone a conference because of internal restructuring, a product launch might be delayed, or delegate numbers might fall significantly below expectations. Cancellation policies vary considerably between venues, and some become increasingly expensive as the event date approaches.
Before signing, ask:
- How much deposit is required, and is it refundable?
- What happens if the event is cancelled three months, one month or one week beforehand?
- Can the booking be transferred to another date?
- Are there administration charges for postponement?
- What happens if the venue has to cancel the event?
Don’t assume that moving an event to another date will automatically be free of charge. Also check what happens if circumstances outside either party’s control (a force majeure) prevent the event from taking place. The contract should explain how these situations are handled.
3. Can delegate numbers change after booking?
This is one of the most common challenges in corporate event planning. You might initially book a conference for 200 delegates, only to discover that registrations are significantly higher or lower than anticipated. Ask the venue when final numbers must be confirmed and whether there is any flexibility after that date.
If you’re booking a day delegate package, establish whether you’ll be charged for the original number or the final confirmed attendance. It’s also worth checking whether the venue can accommodate additional delegates if demand exceeds expectations. A room that comfortably accommodates 200 people in theatre style might not have enough space for 200 people seated cabaret style, particularly once staging and AV equipment are installed.
4. Will we have exclusive use of the space?
Exclusive use can mean different things to different venues. You might have exclusive use of a conference room, but share the reception area, toilets, corridors or catering facilities with other events. That may be perfectly acceptable for a straightforward business meeting, but less suitable for a confidential board meeting, high-profile product launch or event involving sensitive information.
Ask whether other events will be taking place at the same time and whether they could affect yours. Consider noise, shared entrances, signage, guest registration and the movement of delegates between rooms. If privacy is important, make sure the arrangements are clearly understood and documented.
5. Are there any restrictions we should know about?
Every venue has its own rules, and these can affect how you plan your event. Some buildings have strict restrictions on noise levels, particularly in residential areas. Others have limitations on decorations, external caterers, entertainment or the installation of staging and exhibition equipment. Historic buildings often have additional requirements in place to protect their interiors.
Find out whether there are restrictions on:
- Music and entertainment
- Event finishing times
- Deliveries and collections
- Branding, signage and decorations
- External suppliers
- Filming and photography
- Equipment installation
- Food and drink brought onto the premises
If you’re planning something unusual, explain it to the venue before confirming the booking. It’s much easier to establish that a particular activity isn’t permitted at the enquiry stage than to discover it a week before your event.
6. What time can we access the venue?
The advertised event hire period isn’t necessarily the same as the time you’ll need access to the building. For a conference starting at 9am, your AV team may need several hours to install and test equipment. Exhibitors might need access the previous evening, and caterers may require additional preparation time. Ask exactly when your team and suppliers can enter the venue and when everything must be removed. Be aware that early access, overnight storage or late departures may well incur additional charges – some venues have very strict loading and unloading arrangements, particularly in central London. If you’re bringing in substantial equipment, you also need to ask about loading bays, goods lifts, vehicle restrictions and delivery procedures.
7. Can we use our own suppliers?
Some venues insist that you use their approved catering, AV or production suppliers. Others are happy for you to bring in your own contractors. Neither approach is necessarily a problem, but you need to understand the implications. An approved supplier may know the building extremely well, making installation and technical support considerably easier. However, if you’ve already appointed a production company or have a particular catering requirement, restrictions could create difficulties.
Ask whether external suppliers are permitted and whether additional charges apply. You will also need to establish what insurance, risk assessments and other documentation suppliers will need to provide.
8. Who will be looking after our event?
A helpful sales manager can make the booking process feel effortless, but the person handling your enquiry may not be the person managing your event on the day.
Find out who your main contact will be once the contract is signed. Will you have a dedicated event manager? Will someone be available throughout the event? Who should you contact if something goes wrong? For larger conferences and corporate events, it’s particularly important to understand how the venue’s operations team works with your own organisers and suppliers. Clear communication between everyone involved can prevent a surprising number of problems.
9. What happens if something goes wrong on the day?
It’s worth asking a few practical questions about contingency arrangements: What happens if the main projector fails? Is there backup equipment? What if the Wi-Fi goes down or the catering service is delayed?
For an important conference or product launch, technical problems can have a serious impact on the event. Ask what support is available, particularly if you’re relying on the venue’s own AV equipment. You also need to be aware of the venue’s emergency procedures, evacuation arrangements and responsibilities for health and safety.
If your event involves delegates with accessibility requirements, confirm that the facilities and arrangements meet their needs rather than relying solely on a general statement that the building is accessible.
10. Are there any additional charges we haven’t discussed?
Even a carefully prepared quotation can leave room for unexpected costs. Ask the venue to identify any charges that might arise outside the agreed package. These could include overtime, additional security, extra cleaning, equipment hire, corkage, storage or changes to the catering arrangements. It’s also worth checking whether there are minimum catering spends or guaranteed revenue requirements. Quite often a venue may a offer reduced room hire on the understanding that a certain amount will be spent on food and drink. If your guests spend less than anticipated, you may still be responsible for the difference.
Make sure you understand the complete financial commitment before confirming the booking.
11. What are the payment terms?
Different venues have different payment schedules. Some require a deposit followed by a final balance before the event. Others may allow payment after the event, particularly for established corporate clients. Ask when each payment is due, whether a purchase order is required and what happens if your company’s finance department cannot meet the proposed schedule. This is particularly important for public sector organisations and larger companies with formal procurement procedures.
Also check how additional charges incurred during the event will be authorised and invoiced. You don’t want to discover afterwards that someone has approved a substantial extra expense without your knowledge.
12. Does the contract reflect everything we’ve agreed?
This is probably the most important question of all. During the enquiry and negotiation process, you may have discussed special arrangements, additional equipment, revised timings or complimentary services. Make sure these are included in the final contract or clearly documented in an agreed written schedule. Don’t rely on a verbal assurance that something will be arranged.
Check that the contract accurately records the event date, spaces booked, timings, delegate numbers, agreed package, payment terms and any special requirements. If something is unclear, ask for an explanation or amendment before signing.
A final word of advice
Most venues want your event to be a success just as much as you do. The purpose of asking these questions isn’t to make the booking process difficult. It’s to ensure that everyone understands what’s expected and that there are no unwelcome surprises later.
At Function Fixers, we help clients compare venues, understand what’s included in their quotations and clarify the practical details before they commit. With more than 35 years of venue-finding experience, we know which questions to ask and where potential complications can arise.
Our venue-finding service is completely free, and we’ll help you find a venue that works for your event, your requirements and your budget.
Planning an event? Tell us what you have in mind and we’ll put together a tailored shortlist of suitable venues.