Don’t Let Your Event Go Wrong: Ask These 5 Venue Questions First
Table of Contents
- Introduction
- Question 1: What’s Included (and What’s Not)?
- Question 2: Can the Venue Handle Your Tech Needs?
- Question 3: What’s the Backup Plan If Something Goes Wrong?
- Question 4: Are There Any Rules That Could Limit Your Plans?
- Question 5: What Happens If You Need to Cancel or Reschedule?
- Bonus Tips: Quick Red Flags to Look Out For
- Final Thoughts and Next Steps
Introduction
You’ve found a few venues that look perfect—stylish décor, great location, and the right size. Maybe you’ve even fallen in love with one. But before you book it and send out invites, stop for a second.
Because here’s the truth: many events fall apart not because of poor planning, but because people didn’t ask the right questions upfront.
At Callback Events, we’ve seen it all. Beautiful spaces with hidden fees. Venues with no contingency plan when the weather changes. Spaces that looked great online but couldn’t support even basic AV requirements. That’s why one of the most important parts of event planning is knowing exactly what to ask a venue before signing anything.
1. What’s Included (and What’s Not)?
Some venues give you everything—furniture, sound system, staff, catering options, and even parking. Others just give you four walls and expect you to figure out the rest.
Why this matters:
What’s included in the hire fee can dramatically affect your budget. If you assume tables and chairs come with the space, but they don’t, that’s a last-minute rental cost you didn’t plan for.
Ask about:
- Furniture (tables, chairs, podiums)
- AV equipment (projectors, mics, screens)
- Staff (security, cleaning, coat check)
- Setup/pack-down time included
- Kitchen or catering access
- Parking or transport options
Pro Tip: Always get a detailed breakdown in writing. If it’s not listed in your contract, don’t assume it’s included.
2. Can the Venue Handle Your Tech Needs?
Even the most stunning venue won’t work if your slides won’t load, your mic keeps cutting out, or your livestream fails.
Why this matters:
Whether it’s a corporate presentation, a panel discussion, or a hybrid event, tech issues will ruin the experience—for both you and your guests.
Ask about:
- In-house AV capabilities
- Internet speed and Wi-Fi access (especially for hybrid or streamed events)
- Power outlets and tech infrastructure
- On-site technical support or a preferred supplier list
Pro Tip: Bring your AV supplier (if external) on a site visit. They’ll know exactly what to look for—like cable routes, ceiling rigging, or acoustic concerns.
3. What’s the Backup Plan If Something Goes Wrong?
Even the best-planned events hit snags. A power cut, unexpected weather, or a sick vendor can throw off your entire schedule.
Why this matters:
Your guests won’t care whose fault it is. They’ll just notice if things feel disorganised, delayed, or uncomfortable.
Ask about:
- Indoor backup options for outdoor spaces
- Emergency exits and first aid support
- Generator or backup power
- Fire safety protocols
- Plan B for catering or tech failure
Pro Tip: Ask your venue what’s gone wrong in the past—and how they handled it. Their answer will tell you a lot about how prepared they really are.
4. Are There Any Rules That Could Limit Your Plans?
Every venue has its own rules. Some are small (like no confetti), others can completely change your event (like noise limits or time cut-offs).
Why this matters:
It’s heartbreaking to design the perfect event—only to find out you can’t have your LED wall, DJ, or caterer because of the venue’s restrictions.
Ask about:
- Noise restrictions or time limits
- Load-in/load-out timing
- Decor limitations (no hanging, no fire, etc.)
- Preferred or exclusive vendors
- Alcohol licensing and service cut-off times
Pro Tip: If a venue has strict vendor rules, find out if there’s a buy-out fee to bring in your own. That flexibility might be worth the extra cost.
5. What Happens If You Need to Cancel or Reschedule?
Life happens. A speaker drops out. Budgets change. Or the world throws a curveball (remember COVID?).
Why this matters:
You need to know what you’re committing to financially. Some venues are flexible. Others? Not so much.
Ask about:
- Cancellation policies (timing, fees, refundable deposits)
- Rescheduling options (is there a penalty?)
- Force majeure clauses (covering natural disasters, strikes, pandemics)
- Payment timelines and refund structures
Pro Tip: Try to negotiate a reschedule clause with flexibility. If your event moves by a few weeks or months, you don’t want to start from scratch.
Bonus Tips: Quick Red Flags to Look Out For
Here are a few subtle signs that a venue might cause problems down the line:
- Vague answers to your questions or “we’ll get back to you” too often
- No clear contract or unwillingness to write things down
- Hidden fees that only show up once you start finalising details
- Poor communication—slow replies, missed calls, or unclear directions
- Bad online reviews that mention repeat issues with staff or services
If you’re seeing one or more of these, trust your gut and consider other options.
Final Thoughts and Next Steps
Choosing the right venue isn’t just about looks. It’s about functionality, reliability, and knowing what’s going to happen behind the scenes. By asking these five questions early in your planning process, you’ll save yourself a lot of stress—and ensure your event goes smoothly from start to finish.
At Callback Events, we’ve worked with hundreds of venues across the country and know how to spot a great one. If you’re planning an event and want support from a team who’s already done the hard work, we’re here to help.
Need a venue checklist or want us to scout one for you?
Get in touch today to book a free consultation. You’ll walk away with clear advice—and no venue regrets.