Booking an event venue - guest book

5 Questions to Ask Before Booking an Event Venue

When you’re choosing a venue for an event, there are a lot of things that you need to consider. The type of event that you’re going to hold will help you narrow down a location. And you should have a general idea of how many people you will be hosting to determine how big of a venue you will need. But once you have your options narrowed down to a few different venues, there are some critical questions that you need to ask, like:

How Many People Can The Venue Hold? 

Even though you have a general idea of how many people you want to invite to your event, some changes always occur before the event. You need to know if the venue can accommodate more guests if you add more people to the invite list. And you will need to know the hard and fast cutoff number so that your event doesn’t break any law about how many people can be in the space. 

What’s Included In The Base Price? 

Event spaces typically have a base price per person, including appetizers or desserts. The bar cost is usually separate. And things like catered meals or snacks are all additional charges. There may be charges for other things, too, like cleanup. Make sure you understand what the base price is per person. Then you can ask about additional options and the cost of those options. 

Is There A Preferred Caterer For The Venue? 

Some venues welcome any caterers, so you can work with your caterer and have them come in to set up food. But others only work with their on-site staff or have a preferred catering company that they use. Be sure to ask if you must use their caterer or if you have options when it comes to catering. You may also receive a discount using the venue’s preferred catering company. 

What Are The Rules About Decorations? 

Most event venues allow a certain amount of customization of the space. You can usually add bunting, chair decorations, table decorations, etc. But if you want to make more significant customizations like custom lights, a custom dance floor, or a celebration feature like an arch, you may need to work with the venue to make that happen. There also may be additional charges. You’ll need to go over the decoration plans with the event coordinator to ensure the venue allows your decorations. 

What’s The Cancellation Policy? 

Fully understanding the cancellation policy is very important. Ask if the deposit is refundable and what date it becomes non-refundable. If something happens and you need to cancel the event, it’s vital that you understand the venue’s cancellation policy so you don’t get stuck paying for an event that isn’t happening. 

Book Your Perfect Event 

If you have more questions about booking the perfect venue or you want some help creating your perfect event, reach out to one of our event staff today. They will happily answer your questions, review our pricing structure, and help you find the perfect venue for your event in Boston! Please contact Boston’s Best Events by calling (617)941-5250 or filling out a contact form located on our website!