10 Questions to Ask on an Event Venue Site Tour

Picture this: it’s the day of your event, and you need to move a large piece of equipment up to the space. You measured the dimensions and checked online to verify that the freight elevator was large enough to hold it.

But there’s just one problem—the elevator itself is large enough, but the door to the elevator is not.

This happens more often than you might think. You might have thought you planned everything accordingly, but a small detail like this may have been overlooked because you didn’t have a chance to ask questions at the venue site. The lesson here? Know what questions to ask at a venue tour.

Your site coordinator can’t read your mind—they won’t know what you need unless you ask about it. So before you head over to tour your event venue, bust out that legal pad and jot down these must ask questions to ask at a venue tour.

How many points of entry and exit are there into the building?

Whether the space is big or small, it’s important to know how many ways in and out there are. This is especially true if security is a top concern for your event.

Some groups have higher security requirements than what is standard, often with guards at each entrance. If there are dozens of entrances into the space, like a convention center, that is going to raise your security costs and considerations.

Even small spaces can have lots of entry points, so don’t simply rely on pictures or square footage—ask!

How many restrooms are there in the venue?

Have you ever been to a show on Broadway? The theaters are beautiful, but they’re cramped and ancient, which means toilets are at a premium. Nowhere is this more painfully obvious than during intermission, when the entire audience descends on these tiny bathrooms.

Knowing exactly how many bathrooms—and toilets in those bathrooms—there are at the event site will help you plan breaks better. If toilets are limited, you’ll know to plan more frequent breaks, so all your attendees don’t have to try and go at once.

What is the maximum capacity for each room?

This may seem like an obvious question, but besides just knowing if your group will fit, you’ll want to know how much room there is for your program to grow as well. A room may be just big enough for your group, but that leaves you with no room for extra RSVPs. It may not be a deal breaker, but it’s definitely something you’ll want to keep in mind as you tour a site.

What are the procedures and policies regarding shipping and storage?

Unless you want to find yourself carrying heavy furniture on the day of your event, make sure you get every detail possible about shipping, receiving, and storage for your event.

This includes:

• Freight elevator dimensions
• Door and room dimensions
• Freight receiving hours
• Freight receiving costs
• How far in advance can freight be shipped and stored?
• How long after the event do we have to move everything out?

Are there any restrictions regarding hanging things on walls or use of certain decorations?

Make sure you have a clear understanding of what can be hung where, and if certain decorations are prohibited by your venue.

For example? Glitter.

Many venues won’t allow glitter as a decoration, just because it’s so difficult to clean up.

Other decorative matters to keep in mind: are there any special clean-up fees if you hang things on the wall? Some venues may charge a fee to spackle and repaint a wall if anything is hung on them or causes damage.

Are there any other events taking place at this venue on the day of your event?

Competitors often don’t want to share venue space on the same day, and you also want to be aware of any other events that are being shared at your venue that may be a conflict with yours. You don't want to host an event in the same venue at the same time as one of your competitors. Do your homework so that your attendees and stake holders will feel comfortable and focused on your event day.

Can you make special arrangements for accessibility?

Most modern venues should, of course, comply with all ADA regulations for accessibility, but if you know guests will need specific arrangements, it’s good to find out from the venue in advance what can be done.

Are there preferred vendors the venue requires or may we use our own? 

Some venues get strict about what vendors are allowed to work in their space, so it’s good to clear that question early on. Sometimes, they can simply recommend vendors that have worked in the space before and are familiar with how everything works. “At Convene, we have preferred vendors we can recommend and vouch for, but clients are certainly welcome to use vendors of their own choosing.”

What happens in inclement weather?

Different venues have different rules about canceling and rescheduling events. Check your contract for a force majeure clause and make sure you understand it clearly.

Do vendors require certificate of insurance (COI) to work in the building?

Some buildings will require any vendors working in the space to provide a certificate of insurance. That’s not something you want to spring on your photographer when they show up just before your event.

Of course, some permitting situations are more extreme than others. Find out as far in advance as possible whether you need to secure a COI and any additional permitting.

Meeting and event planning can be stressful enough, so finding out that your venue doesn't fit your needs after signing a contract can derail your planning experience, and ultimately the success of your event. Use these questions and others that relate to the details of your events to ensure your own confidence and peace of mind.

If you have an upcoming event and would like to tour one of our properties with a member of our team, click here.