Good questions
make a better brief.
Use these prompts in your first conversation with a venue or event planner. Actual terms and facilities must be confirmed with the business.
Before choosing a space
How do I check availability?
Contact the actual venue with your preferred date and alternatives. Ask whether a provisional hold is possible, when it expires and what confirms the booking. This demonstration cannot hold dates.
What is included in room hire?
Request an itemised list covering spaces, furniture, equipment, staffing, setup and clearing. Ask which services come from separate suppliers and whether additional charges may apply.
How do I discuss access requirements?
Explain the requirements relevant to your guests and ask for verified information about arrival, routes, seating and facilities. A site visit can help clarify details that photographs do not show.
While planning the day
Can we change the seating arrangement?
Ask the venue which layouts it can approve. The sample seating exercise here shows grouping only; it does not establish a safe or suitable arrangement for a real room.
Who coordinates outside suppliers?
Agree one contact for each supplier and name the person responsible for briefing, arrival, equipment checks and collection. Put this division of work in the proposal.
What happens if the weather changes?
If your event uses outdoor space, discuss an alternative before confirming it. Agree the decision deadline, who makes the call, and any costs or layout changes involved.
When do numbers and timings become final?
Ask for the deadline for final guest numbers, menu details and the running order. Confirm how later changes are considered and whether they affect costs.
What are the payment and cancellation terms?
Request the actual written terms before accepting a proposal. Confirm payment dates, cancellation or postponement provisions and how any changes will be documented.
Still working something out?
Include your open questions in the enquiry. You do not need to settle every detail before starting a conversation.
Prepare your questions