Booking a venue can be an exciting adventure, but it’s important to ask the right questions to ensure the space aligns with your needs. Here’s a deeper dive into the top questions to ask before booking a hidden gem venue for your wedding, corporate event, or private function:

1. What Is the Venue’s Capacity and Layout?

Why it’s important:
Understanding the venue’s capacity and the flow of the space is essential for ensuring that it accommodates your guest list and event type.

Questions to ask:

  • How many guests can the venue comfortably hold for seated and standing events?
  • Are there multiple rooms or outdoor areas, and how are they connected?
  • Can the space be adjusted or reconfigured to suit different event formats (e.g., ceremony, cocktail reception, dinner)?

2. What Are the Venue’s Accessibility Options?

Why it’s important:
Some hidden gems might be tucked away in remote locations or older buildings, which may present accessibility challenges. It’s crucial to ensure all your guests, including those with mobility needs, can easily access the venue.

Questions to ask:

  • Is the venue wheelchair accessible?
  • Are there ramps, elevators, or alternative entrances for guests with mobility needs?
  • What is the parking situation like? Are there sufficient parking spaces near to the venue?
  • How easy is it to find the venue using GPS?

3. What Services and Amenities Are Included in the Venue Rental?

Why it’s important:
Understanding what’s included will help you plan for additional supplier hires and manage your budget effectively.

Questions to ask:

  • Does the venue provide tables, chairs, and basic décor, or will these need to be rented separately?
  • Is catering included, or will you need to bring in external caterers? Do they have kitchen facilities or preferred supplier lists?
  • What audio visual equipment is available, especially if you are hosting a corporate event with presentations?
  • Are there in-house event coordinators, or will you need to hire a planner?

4. What Are the Venue’s Restrictions and Policies?

Why it’s important:
Some hidden gems may have unique rules or restrictions due to their location, zoning, or structural setup. It’s important to know these upfront to avoid any last-minute surprises that could disrupt your plans.

Questions to ask:

  • Are there noise restrictions or curfews, especially for outdoor or late-night events?
  • What is the venue’s policy on alcohol and bar service?
  • Can you bring in your own suppliers (e.g., florist, caterer, photographer), or are there preferred or exclusive supplier lists?
  • Are there any décor limitations (e.g., restrictions on hanging items from walls, ceiling draping, or open flames)?

5. What Is the Venue’s Backup Plan for Inclement Weather or Emergencies?

Why it’s important:
If your venue includes outdoor spaces or has limited shelter, it’s crucial to understand their contingency plans for bad weather or unexpected situations. This is especially important for weddings and outdoor events.

Questions to ask:

  • Is there a backup indoor space available if the weather turns bad?
  • What is the venue’s cancellation or rescheduling policy in case of unforeseen circumstances?
  • Does the venue have generators or backup power options in case of a power outage?
  • Can tenting or additional structures be arranged if the outdoor space becomes unusable?

Bonus Tip: Do a Walkthrough Before Booking!

Even if a venue looks perfect in photos, nothing beats an in-person visit. A walkthrough will allow you to see the space’s potential and identify any challenges that may not be obvious online. During the visit, take notes on lighting, layout, and access points to plan your event flow more effectively.

By asking these essential questions, you’ll be better prepared to choose a venue that not only captures the charm and uniqueness you’re after but also meets the practical needs of your event.

Do you need help finding a venue? Contact us at Hidden Gems Venues for personalised recommendations.