{"id":4222,"date":"2015-07-02T12:19:14","date_gmt":"2015-07-02T17:19:14","guid":{"rendered":"https:\/\/www.qceventplanning.com\/?p=4222"},"modified":"2015-07-02T12:19:14","modified_gmt":"2015-07-02T17:19:14","slug":"questions-to-ask-when-booking-a-private-venue","status":"publish","type":"post","link":"https:\/\/www.qceventplanning.com\/blog\/2015\/07\/questions-to-ask-when-booking-a-private-venue","title":{"rendered":"Questions to Ask When Booking a Private Venue"},"content":{"rendered":"<p>Private venues can be a great option for your clients who are looking for a more intimate feel for their event. These venues offer sole access to their facilities on the day of an event, so there are not multiple events going on at the same time. As a planner, you will want to have some private venues in your personal inventory that you can suggest to your clients. Here are just some of the questions you are going to want to have answered before adding a private venue to your list.<\/p>\n<div id=\"ez-toc-container\" class=\"ez-toc-v2_0_80 counter-hierarchy ez-toc-counter ez-toc-grey ez-toc-container-direction\">\n<div class=\"ez-toc-title-container\">\n<p class=\"ez-toc-title\" style=\"cursor:inherit\">Table of Contents<\/p>\n<span class=\"ez-toc-title-toggle\"><a href=\"#\" class=\"ez-toc-pull-right ez-toc-btn ez-toc-btn-xs ez-toc-btn-default ez-toc-toggle\" aria-label=\"Toggle Table of Content\"><span class=\"ez-toc-js-icon-con\"><span class=\"\"><span class=\"eztoc-hide\" style=\"display:none;\">Toggle<\/span><span class=\"ez-toc-icon-toggle-span\"><svg style=\"fill: #999;color:#999\" xmlns=\"http:\/\/www.w3.org\/2000\/svg\" class=\"list-377408\" width=\"20px\" height=\"20px\" viewBox=\"0 0 24 24\" fill=\"none\"><path d=\"M6 6H4v2h2V6zm14 0H8v2h12V6zM4 11h2v2H4v-2zm16 0H8v2h12v-2zM4 16h2v2H4v-2zm16 0H8v2h12v-2z\" fill=\"currentColor\"><\/path><\/svg><svg style=\"fill: #999;color:#999\" class=\"arrow-unsorted-368013\" xmlns=\"http:\/\/www.w3.org\/2000\/svg\" width=\"10px\" height=\"10px\" viewBox=\"0 0 24 24\" version=\"1.2\" baseProfile=\"tiny\"><path d=\"M18.2 9.3l-6.2-6.3-6.2 6.3c-.2.2-.3.4-.3.7s.1.5.3.7c.2.2.4.3.7.3h11c.3 0 .5-.1.7-.3.2-.2.3-.5.3-.7s-.1-.5-.3-.7zM5.8 14.7l6.2 6.3 6.2-6.3c.2-.2.3-.5.3-.7s-.1-.5-.3-.7c-.2-.2-.4-.3-.7-.3h-11c-.3 0-.5.1-.7.3-.2.2-.3.5-.3.7s.1.5.3.7z\"\/><\/svg><\/span><\/span><\/span><\/a><\/span><\/div>\n<nav><ul class='ez-toc-list ez-toc-list-level-1 eztoc-toggle-hide-by-default' ><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-1\" href=\"https:\/\/www.qceventplanning.com\/blog\/2015\/07\/questions-to-ask-when-booking-a-private-venue\/#What_kind_of_events_can_the_venue_accommodate\" >What kind of events can the venue accommodate?<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-2\" href=\"https:\/\/www.qceventplanning.com\/blog\/2015\/07\/questions-to-ask-when-booking-a-private-venue\/#How_many_people_can_each_area_of_the_venue_hold\" >How many people can each area of the venue hold?<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-3\" href=\"https:\/\/www.qceventplanning.com\/blog\/2015\/07\/questions-to-ask-when-booking-a-private-venue\/#What_do_the_event_areas_look_like\" >What do the event areas look like?<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-4\" href=\"https:\/\/www.qceventplanning.com\/blog\/2015\/07\/questions-to-ask-when-booking-a-private-venue\/#Is_the_venue_insured\" >Is the venue insured?<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-5\" href=\"https:\/\/www.qceventplanning.com\/blog\/2015\/07\/questions-to-ask-when-booking-a-private-venue\/#Is_there_an_area_for_cooking_If_so_can_the_venue_offer_meals_for_the_number_of_guests_it_can_hold\" >Is there an area for cooking? If so, can the venue offer meals for the number of guests it can hold?<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-6\" href=\"https:\/\/www.qceventplanning.com\/blog\/2015\/07\/questions-to-ask-when-booking-a-private-venue\/#If_the_venue_does_offer_meals_can_they_be_modified_for_specific_dietary_restrictions\" >If the venue does offer meals, can they be modified for specific dietary restrictions?<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-7\" href=\"https:\/\/www.qceventplanning.com\/blog\/2015\/07\/questions-to-ask-when-booking-a-private-venue\/#Does_the_venue_have_rooms_that_can_be_rented_out_overnight_If_so_how_many\" >Does the venue have rooms that can be rented out overnight? If so, how many?<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-8\" href=\"https:\/\/www.qceventplanning.com\/blog\/2015\/07\/questions-to-ask-when-booking-a-private-venue\/#Is_there_parking_available_and_if_so_how_much\" >Is there parking available, and if so how much?<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-9\" href=\"https:\/\/www.qceventplanning.com\/blog\/2015\/07\/questions-to-ask-when-booking-a-private-venue\/#Is_there_an_area_where_vendors_can_park\" >Is there an area where vendors can park?<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-10\" href=\"https:\/\/www.qceventplanning.com\/blog\/2015\/07\/questions-to-ask-when-booking-a-private-venue\/#Is_the_venue_easily_accessible_for_deliveries_and_does_it_have_an_area_to_store_equipment\" >Is the venue easily accessible for deliveries and does it have an area to store equipment?<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-11\" href=\"https:\/\/www.qceventplanning.com\/blog\/2015\/07\/questions-to-ask-when-booking-a-private-venue\/#What_can_the_venue_accommodate_for_audiovisual_equipment\" >What can the venue accommodate for audio\/visual equipment?<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-12\" href=\"https:\/\/www.qceventplanning.com\/blog\/2015\/07\/questions-to-ask-when-booking-a-private-venue\/#What_can_the_venue_provide_in_terms_of_entertainment_and_what_will_have_to_be_brought_in_by_a_vendor\" >What can the venue provide in terms of entertainment, and what will have to be brought in by a vendor?<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-13\" href=\"https:\/\/www.qceventplanning.com\/blog\/2015\/07\/questions-to-ask-when-booking-a-private-venue\/#Are_there_particular_vendors_that_the_venue_usesworks_with\" >Are there particular vendors that the venue uses\/works with?<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-14\" href=\"https:\/\/www.qceventplanning.com\/blog\/2015\/07\/questions-to-ask-when-booking-a-private-venue\/#Does_the_venue_have_a_pre-set_contract_that_it_uses\" >Does the venue have a pre-set contract that it uses?<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-15\" href=\"https:\/\/www.qceventplanning.com\/blog\/2015\/07\/questions-to-ask-when-booking-a-private-venue\/#What_methods_of_payment_will_the_venue_accept\" >What methods of payment will the venue accept?<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-16\" href=\"https:\/\/www.qceventplanning.com\/blog\/2015\/07\/questions-to-ask-when-booking-a-private-venue\/#What_will_the_venue_fees_include_and_what_will_be_extra\" >What will the venue fees include and what will be extra?<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-17\" href=\"https:\/\/www.qceventplanning.com\/blog\/2015\/07\/questions-to-ask-when-booking-a-private-venue\/#Want_to_pass_on_these_important_questions_for_booking_a_private_venue_to_your_friends_or_colleagues_Use_the_icons_below_to_share_this_post\" >Want to pass on these important questions for booking a private venue to your friends or colleagues? Use the icons below to share this post!<\/a><\/li><\/ul><\/nav><\/div>\n<h2 class=\"highlight\"><span class=\"ez-toc-section\" id=\"What_kind_of_events_can_the_venue_accommodate\"><\/span>What kind of events can the venue accommodate?<span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p>This may seem like a fairly straightforward question, but it is one that is extremely important. If you have a client who wants to have an outdoor wedding ceremony, you want to make sure that the venue you are suggesting has an area where this sort of event could be held (i.e. a garden). If the venue cannot accommodate the kind of event your client is picturing then you will not want to suggest the venue for this particular event.<\/p>\n<h2 class=\"highlight\"><span class=\"ez-toc-section\" id=\"How_many_people_can_each_area_of_the_venue_hold\"><\/span>How many people can each area of the venue hold?<span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p>This question goes hand-in-hand with the previous question. You want to make sure that the venue has enough space to accommodate your client\u2019s guest list.<\/p>\n<p><img loading=\"lazy\" decoding=\"async\" width=\"738\" height=\"431\" src=\"https:\/\/www.qceventplanning.com\/wp-content\/uploads\/2015\/07\/Wedding-Guests-Attending.jpg\" alt=\"Wedding guests for booking a private venue\" class=\"alignnone size-full wp-image-4235\" srcset=\"https:\/\/www.qceventplanning.com\/blog\/wp-content\/uploads\/2015\/07\/Wedding-Guests-Attending.jpg 738w, https:\/\/www.qceventplanning.com\/blog\/wp-content\/uploads\/2015\/07\/Wedding-Guests-Attending-300x175.jpg 300w\" sizes=\"auto, (max-width: 738px) 100vw, 738px\" \/><\/p>\n<h2 class=\"highlight\"><span class=\"ez-toc-section\" id=\"What_do_the_event_areas_look_like\"><\/span>What do the event areas look like?<span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p>Your clients may have a theme in mind for their event, so you will want to make sure that the look of the event areas fits with your client\u2019s desired image.<\/p>\n<h2 class=\"highlight\"><span class=\"ez-toc-section\" id=\"Is_the_venue_insured\"><\/span>Is the venue insured?<span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p>This is extremely important to find out before you add a venue to your list! Accidents can happen, and insurance will mean that the venue is covered in case someone gets hurt. Venues that are insured have more security when it comes to financial issues, so they can be more secure with offering rental dates for future events.<\/p>\n<h2 class=\"highlight\"><span class=\"ez-toc-section\" id=\"Is_there_an_area_for_cooking_If_so_can_the_venue_offer_meals_for_the_number_of_guests_it_can_hold\"><\/span>Is there an area for cooking? If so, can the venue offer meals for the number of guests it can hold?<span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p>Some clients will have their hearts set on a particular caterer for their event, but others will want the food to be prepared at the venue. Make sure you know if your private venues will offer meals for events, and if they are able to prepare enough food for the number of guests they can accommodate.<\/p>\n<h2 class=\"highlight\"><span class=\"ez-toc-section\" id=\"If_the_venue_does_offer_meals_can_they_be_modified_for_specific_dietary_restrictions\"><\/span>If the venue does offer meals, can they be modified for specific dietary restrictions?<span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p>Not everyone can eat everything, so you will want to find out if the venue will be able to offer different items for different dietary restrictions. You will also want to ensure that there is no cross-contamination when preparing the special dishes.<\/p>\n<p><img loading=\"lazy\" decoding=\"async\" width=\"738\" height=\"391\" src=\"https:\/\/www.qceventplanning.com\/wp-content\/uploads\/2015\/07\/Wedding-Food-Preparations.jpg\" alt=\"Food preparation for booking a private venue\" class=\"alignnone size-full wp-image-4237\" srcset=\"https:\/\/www.qceventplanning.com\/blog\/wp-content\/uploads\/2015\/07\/Wedding-Food-Preparations.jpg 738w, https:\/\/www.qceventplanning.com\/blog\/wp-content\/uploads\/2015\/07\/Wedding-Food-Preparations-300x159.jpg 300w\" sizes=\"auto, (max-width: 738px) 100vw, 738px\" \/><\/p>\n<h2 class=\"highlight\"><span class=\"ez-toc-section\" id=\"Does_the_venue_have_rooms_that_can_be_rented_out_overnight_If_so_how_many\"><\/span>Does the venue have rooms that can be rented out overnight? If so, how many?<span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p>This is especially important for venues that are farther out of town and may not be near any other accommodations. There also could be guests coming from out of town that would prefer to stay on-site. If your clients are looking for a venue for their wedding they\u2019ll probably want a room for the night before and the night of the wedding for convenience.<\/p>\n<h2 class=\"highlight\"><span class=\"ez-toc-section\" id=\"Is_there_parking_available_and_if_so_how_much\"><\/span>Is there parking available, and if so how much?<span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p>Again, this is an important question to ask with venues that are not situated in a city center, or when guests may be coming from out of town. You want to be sure that there is ample parking for all of the guests that may be attending your client\u2019s event.<\/p>\n<h2 class=\"highlight\"><span class=\"ez-toc-section\" id=\"Is_there_an_area_where_vendors_can_park\"><\/span>Is there an area where vendors can park?<span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p>You will want to know if there is an area separate from the guest parking where vendors will be able to park their vehicles. If not, this is something that will have to be factored in when working out parking plans for guests.<\/p>\n<h2 class=\"highlight\"><span class=\"ez-toc-section\" id=\"Is_the_venue_easily_accessible_for_deliveries_and_does_it_have_an_area_to_store_equipment\"><\/span>Is the venue easily accessible for deliveries and does it have an area to store equipment?<span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p>Does the venue have a delivery area? This is something you are going to want to know so that you can keep the vendors up-to-date in case they have to make changes to their normal delivery routine. It is also handy to know if vendors will be able to store equipment at the venue the night before, or if the delivery and set up will have to happen on the day of the event.<\/p>\n<p><img loading=\"lazy\" decoding=\"async\" width=\"738\" height=\"452\" src=\"https:\/\/www.qceventplanning.com\/wp-content\/uploads\/2015\/07\/Parking-for-Vendors.jpg\" alt=\"Vendor delivery for private venue\" class=\"alignnone size-full wp-image-4239\" srcset=\"https:\/\/www.qceventplanning.com\/blog\/wp-content\/uploads\/2015\/07\/Parking-for-Vendors.jpg 738w, https:\/\/www.qceventplanning.com\/blog\/wp-content\/uploads\/2015\/07\/Parking-for-Vendors-300x184.jpg 300w\" sizes=\"auto, (max-width: 738px) 100vw, 738px\" \/><\/p>\n<h2 class=\"highlight\"><span class=\"ez-toc-section\" id=\"What_can_the_venue_accommodate_for_audiovisual_equipment\"><\/span>What can the venue accommodate for audio\/visual equipment?<span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p>Does the venue have the necessary wiring for AV equipment, or does it have a wireless set up? Any AV companies that come in for the event will need to know what they have to work with so that they can bring the correct equipment.<\/p>\n<h2 class=\"highlight\"><span class=\"ez-toc-section\" id=\"What_can_the_venue_provide_in_terms_of_entertainment_and_what_will_have_to_be_brought_in_by_a_vendor\"><\/span>What can the venue provide in terms of entertainment, and what will have to be brought in by a vendor?<span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p>If the venue already has entertainment they can provide for events, this could save on some of the cost for your client. Be sure to find out what types of entertainment they have available and what the cost would be to add them on to the venue rental.<\/p>\n<h2 class=\"highlight\"><span class=\"ez-toc-section\" id=\"Are_there_particular_vendors_that_the_venue_usesworks_with\"><\/span>Are there particular vendors that the venue uses\/works with?<span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p>The venue may have contracts with particular vendors that once again could cut costs for your client. You\u2019ll want to find out if the venue has any special pricing they can offer with particular vendors. This can also be a great resource for you as a planner since you may not have known about these vendors before approaching this venue.<\/p>\n<h2 class=\"highlight\"><span class=\"ez-toc-section\" id=\"Does_the_venue_have_a_pre-set_contract_that_it_uses\"><\/span>Does the venue have a pre-set contract that it uses?<span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p>If so, make sure to have a copy that you can show your client when you are suggesting the venue to them. This contract may be able to answer some of the questions they might have, and having it handy will show that you are prepared.<\/p>\n<p><img loading=\"lazy\" decoding=\"async\" width=\"738\" height=\"388\" src=\"https:\/\/www.qceventplanning.com\/wp-content\/uploads\/2015\/07\/Contract-for-Booking-a-Private-Venue.jpg\" alt=\"Contract for Booking a Private Venue\" class=\"alignnone size-full wp-image-4241\" srcset=\"https:\/\/www.qceventplanning.com\/blog\/wp-content\/uploads\/2015\/07\/Contract-for-Booking-a-Private-Venue.jpg 738w, https:\/\/www.qceventplanning.com\/blog\/wp-content\/uploads\/2015\/07\/Contract-for-Booking-a-Private-Venue-300x158.jpg 300w\" sizes=\"auto, (max-width: 738px) 100vw, 738px\" \/><\/p>\n<h2 class=\"highlight\"><span class=\"ez-toc-section\" id=\"What_methods_of_payment_will_the_venue_accept\"><\/span>What methods of payment will the venue accept?<span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p>Will the venue accept credit card payment for deposits or balances owed? If so, which credit cards will it accept? If not, will it accept checks, money orders, or other forms of payment? This is good to know so that your client will have the proper method of payment ready when needed.<\/p>\n<h2 class=\"highlight\"><span class=\"ez-toc-section\" id=\"What_will_the_venue_fees_include_and_what_will_be_extra\"><\/span>What will the venue fees include and what will be extra?<span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p>Some venues will offer different packages that include things additional to the rental (i.e. food, entertainment, etc). It will be good for you to know what is available from the venue, and what the pricing for the different packages would be. Giving your client a better idea of how much the event will cost if they go with this particular venue will make them feel more secure in their decision making. Having this knowledge can also help you ensure that you keep your client\u2019s event within the budget provided.<\/p>\n<p>If there any other questions you can think of that might be important to know, don\u2019t be afraid to ask! It\u2019s always better to have more information rather than not enough when you are discussing a potential venue with your clients. The more prepared you are, the more comfortable your clients will feel.<\/p>\n<h2 class=\"highlight\" align=\"center\"><span class=\"ez-toc-section\" id=\"Want_to_pass_on_these_important_questions_for_booking_a_private_venue_to_your_friends_or_colleagues_Use_the_icons_below_to_share_this_post\"><\/span><i>Want to pass on these important questions for booking a private venue to your friends or colleagues? Use the icons below to share this post!<\/i><span class=\"ez-toc-section-end\"><\/span><\/h2>\n","protected":false},"excerpt":{"rendered":"<p>When booking a private venue there are several things to ask in advance. Be sure to take note of these important questions you should get the answers to before finalizing the venue.<\/p>\n","protected":false},"author":4,"featured_media":4234,"comment_status":"open","ping_status":"open","sticky":false,"template":"","format":"standard","meta":{"inline_featured_image":false,"footnotes":""},"categories":[2,3,4],"tags":[],"ppma_author":[345],"class_list":["post-4222","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-business","category-event-planning-tips","category-wedding-planning-tips"],"yoast_head":"<!-- This site is optimized with the Yoast SEO Premium plugin v26.6 (Yoast SEO v26.6) - https:\/\/yoast.com\/wordpress\/plugins\/seo\/ -->\n<title>Questions to Ask When Booking a Private Venue - Pointers for Planners<\/title>\n<meta name=\"description\" content=\"There are several things you should ask in advance when booking a private venue. 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