Booking an event venue is one of the most important decisions you’ll make when planning a celebration, meeting, or special occasion. The venue you choose for your wedding, corporate event, or birthday bash, can make everything feel seamless with the right venue, while the wrong one can cause unexpected headaches. So how do you know you’re choosing the right spot? It all starts with asking the right questions.
To help you book a venue with confidence, we’ve rounded up 20 of the most important questions to ask before signing on the dotted line. From availability and pricing to amenities and logistics, these questions will ensure you know exactly what you’re getting, and avoid any last-minute surprises.
Choosing the Right Date and Timing
1. Is my preferred date available?
This may seem obvious, but dates fill up fast especially during wedding season and around the holidays. Locking in your date early is key. Depending on your event needs, consider booking up to 6 months in advance to secure your preferred date.
2. How far in advance should I book an event venue?
Some venues book out 12 to 18 months in advance. Others may have more flexibility. Knowing the timeline can help you plan accordingly.
3. How flexible is the booking policy if I need to change dates?
Life happens. Ask about rescheduling policies and any fees that may apply up front just in case!
Capacity, Layout, and Accessibility
4. How many guests can the venue comfortably accommodate?
Make sure the venue matches your guest list, not just technically, but comfortably. At Randy Peters Catering we have three distinct event spaces that can be booked individually or together to accommodate varying event sizes.
5. Are there different rooms or configurations available?
Whether you’re planning a small cocktail hour or a full-scale reception, flexibility in room setup can be a big plus.
6. Is the space ADA-accessible?
Accessibility matters for your guests’ comfort and inclusion. Ask about ramps, elevators, restrooms, and parking.
Understanding the Cost and Policies
7. What is the rental fee and what’s included?
Make sure you understand what you’re paying for. Some venues include tables, chairs, linens, built-in gratuities or basic staffing while others charge separately.
8. Are there additional fees for setup, cleanup, staffing, or overtime?
No one likes surprise charges. Ask upfront about what might be considered “extra.”
9. What’s the deposit amount, and what is your cancellation/refund policy?
Understand the financial commitment and what happens if plans change. This way there will be no surprises when creating and sticking to your budget.
Catering, Bar, and Menu Options
10. Do you provide in-house catering or allow outside vendors?
Some venues have exclusive caterers; others offer flexibility. If food is a top priority, this question is essential. At Randy Peters Catering we supply in-house catering to support your event and work with outside vendors to help bring other aspects of your event together.
11. Can I customize the catering menu to fit dietary needs?
From gluten-free and vegan to kosher or nut-free, make sure the venue can accommodate your guests.
12. Do you offer bar service or beverage packages?
Ask about licensed bartenders, drink minimums, and whether you can bring your own alcohol. Some venues require that you use their bar service or beverage packages when booking their venue, always inquire if that is a requirement or for convenience.
Décor, Furniture, and Setup Details
13. Can I decorate the space myself, and are there restrictions?
Love to DIY? Ask about rules for hanging items, using candles, balloons, or bringing in props.
14. What furniture, linens, or tableware are provided?
If you need to rent extras or purchase upgraded packages, that can add up quickly. Knowing what’s included helps you plan your budget.
15. How much time is allowed for setup and takedown?
Make sure you (and your vendors) have enough time to bring your vision to life without stress. Setup time will vary by event venue.
Parking, Support Staff, and Vendor Access
16. Is parking available on-site or nearby?
Ease of access matters. Ask about valet options, shuttle service, or parking fees.
17. Do you offer event coordination or support staff during the event?
Having a dedicated point of contact during your event can make a world of difference.
18. Is there an on-site kitchen or prep area for caterers?
Even if you’re bringing in food, a prep space is often necessary for serving everything fresh and on time.
Technology and Connectivity Essentials
19. What audio/visual equipment is included when booking an event space?
From microphones and speakers to projectors and lighting, AV needs vary and so do what venues provide.
20. Is Wi-Fi available and reliable?
For presentations, livestreaming, or just guests checking in online, good internet is a must.
Bonus Questions to Ask When Booking an Event Center
21. Are there any noise or time restrictions I should be aware of?
Especially important for evening events, some venues have cut-off times or neighborhood sound ordinances.
22. Are there preferred or required vendor lists when booking an event venue?
Some venues have a curated list of vendors you must choose from or offer incentives for using them. Oftentimes vendors who frequently work together already have great working relationships and will make pulling your event together a breeze.
Take the Guesswork Out of Booking an Event Venue
Asking these questions upfront can help you feel confident, prepared, and even more excited about booking your upcoming event. If you’re looking for an event space in Roseville, CA that offers flexibility, exceptional food, and an experienced team ready to help, we’d love to show you around.
Give us a call or submit an inquiry form to schedule a tour, we’re here to help make your next event unforgettable.
