What to Ask When Touring a Venue

A venue tour is your chance to evaluate the space and uncover details that photos and websites do not show. Bring this list of questions to every site visit.

1. What is the capacity — seated and standing?

A venue that holds 200 for a cocktail reception may only seat 120 for a plated dinner. Get both numbers and ask how the room looks at your expected guest count. Too much empty space feels wrong, and too little is uncomfortable.

2. What is included in the rental?

Some venues include tables, chairs, linens, a coordinator, and AV equipment. Others provide an empty room. Get a detailed list of what is and is not included so you can budget for rentals.

3. What are the catering options?

Ask whether the venue provides in-house catering, requires it, or allows outside caterers. If outside catering is allowed, ask about kitchen access, required insurance, and any per-person surcharges.

4. What is the bar policy?

Can you bring your own alcohol? If the venue provides bar service, what are the per-drink or per-person costs? Is there a corkage fee? Does the bar service end at a specific time?

5. What are the setup and teardown windows?

Ask when you can access the space before the event and when everything must be cleared out. Some venues charge overtime if you exceed the window. If you need a Friday setup for a Saturday event, ask if that is possible and what it costs.

6. Is there parking and accessibility?

Ask about guest parking — free lot, paid garage, or street only. Check elevator access, wheelchair accessibility, and proximity to public transit. These details matter for guest experience.

7. Are there noise or time restrictions?

Many venues have noise bylaws or curfews, especially outdoor and downtown locations. Ask when music must stop and whether there are decibel limits. This affects your entertainment planning.

8. What is the cancellation policy?

Understand the deposit amount, payment schedule, and what happens if you need to cancel or change the date. Get everything in writing before signing the contract.