A venue shapes almost every other supplier decision. It affects capacity, timings, catering, entertainment, decoration, transport and the practical flow of the event. Ask detailed questions before paying a deposit, and request written confirmation of anything essential to your plans.

Capacity and room layout

Ask for the safe capacity for the layout you intend to use, not only the venue's headline maximum. A seated dinner, dance floor, stage, photo booth, bar and buffet all require space.

  • What is the seated and standing capacity?
  • Which rooms are included and when are they available?
  • Is there a separate ceremony, reception or quiet space?
  • How will accessibility and step-free routes work?
  • Is there secure storage for coats, gifts or supplier equipment?

Price and included services

Request a detailed breakdown. Venue hire, catering, furniture, linen, staffing, security, cleaning and late-finish charges may be packaged differently.

Ask about the deposit, payment dates, minimum spend, service charge, VAT, damage deposit and the circumstances in which additional charges can arise. Check the cancellation and postponement terms before committing.

Catering and drinks

If catering is provided, ask about menu choices, tastings, children's meals, supplier meals and dietary requirements. Confirm how allergies are communicated and managed.

If external catering is allowed, ask what kitchen or preparation facilities are available and whether the venue charges corkage, kitchen hire or waste-disposal fees.

Entertainment and sound

Confirm the permitted finish time, sound limiter arrangements and any restrictions on live music or DJs. Ask where speakers can be positioned, how much power is available and whether the venue has an in-house system that suppliers must use.

Décor and special effects

Do not assume candles, confetti, hanging decorations, smoke effects, low fog or cold sparks are allowed. Ask what can be attached to walls or ceilings, when decorators may enter and who is responsible for removing items afterward.

Any specialist effect should be agreed with the venue and supplied by a competent business using appropriate equipment and risk controls.

Supplier access

Ask for loading instructions, parking arrangements, lift dimensions, stairs, door widths and the earliest set-up time. A supplier may need more time if equipment must travel through public areas or across a long route from the loading point.

Guest experience

Check public transport, taxi access, parking, accommodation, toilets, baby-changing facilities, cloakrooms and outdoor areas. Ask how wet-weather plans affect capacity and photographs.

Event-day responsibilities

Find out who will be the venue contact, who controls the running order and what staffing is included. Ask how incidents, lost property and emergency evacuation are handled.

Before signing

  • Read the full contract and booking conditions.
  • Confirm the exact date, rooms and access hours.
  • Attach agreed exceptions or special permissions in writing.
  • Check the payment and cancellation schedule.
  • Share relevant restrictions with every affected supplier.

A good venue discussion should leave you with fewer assumptions. The clearer the rules are at the beginning, the easier it is to build a supplier team that can deliver safely and smoothly.