Venue Selection Checklist for Planners

Choosing the Right Venue

The venue sets the foundation for everything else — from catering options to guest capacity to overall atmosphere. A thorough evaluation process prevents costly surprises.

Must-Ask Questions

• What is the maximum capacity for seated vs. standing arrangements?
• Are there preferred vendor lists, or can you bring outside caterers?
• What is included in the base rental (tables, chairs, linens, AV equipment)?
• Is there adequate parking or public transit access?
• What is the cancellation and weather policy?

Site Visit Essentials

Always visit the venue at the same time of day as your planned event. Lighting, noise levels, and traffic patterns vary significantly. Check cell phone reception, restroom capacity, and load-in access for vendors.

Contract Red Flags

Watch for hidden fees (service charges, cleaning fees, overtime costs), restrictive cancellation terms, and vague insurance requirements. Get everything in writing and have a clear understanding of what triggers additional charges.