Booking a venue checklist
Written for the sceptical read of a contract: the questions that matter are the ones the venue would rather you didn't think to ask.
15 items
Makes your own editable copy. No account needed.
The items
- Capacity checked against the actual guest listThe number on the website is often a maximum, not a comfortable one.
- Date held in writing, not just verbally agreed on the phone
- Deposit amount and its cancellation terms confirmed in writingThe cutoff date matters more than the percentage — ask exactly when it stops being refundable.
- Total cost checked against what's actually includedTables, chairs, glassware, staff and cleaning are sometimes extra even on a quote that sounds complete.
- Noise curfew or licensing hours confirmedAn evening planned around midnight falls apart fast if the actual cutoff is eleven.
- Catering policy checkedSome venues insist on their own kitchen or an approved caterer, others let you bring anything you like.
- Corkage or drinks policy confirmed, if you're bringing your own
- Accessibility checked — steps, lifts, accessible toilets, parking distance
- Parking availability and cost confirmed for guests
- Setup and pack-down times agreed, and whether they're included in the booked hours
- Insurance requirements checked, especially for a marquee or an outdoor booking
- What happens on cancellation by the venue itselfAsk this outright — a venue that closes or double-books should owe more than an apology.
- Decoration rules confirmedSome places ban candles, confetti or anything stuck to a wall — better to know before you buy it.
- Weather contingency checked, for anything with an outdoor element
- Contact on the day confirmedA name and a number for whoever's actually on site, not just the office that took the booking.
Makes your own editable copy. No account needed.
Questions people ask
- What's the most commonly missed question when booking a venue?
- What isn't included. Tables, chairs, glassware, staff and cleaning are sometimes extra even when a quote sounds like it covers everything.
- Is a deposit usually refundable?
- Often not, or only partially, and the cutoff date matters more than the percentage. Get the exact cancellation terms in writing before you pay anything.
- What time do most venues actually require music to stop?
- It varies enormously by licence and by neighbours, so ask outright rather than assume — an evening built around a midnight finish falls apart fast if the curfew is actually eleven.