From that long list of possibilities, you have narrowed it down and finally you have your shortlisted venues. This is a crucial moment. The right venue can make your event, but the wrong one will guarantee sleepless nights
When we, at Ex Events, present you with a venue proposal, every option is meticulously tailored to your needs – within budget, in the right location, and offering the perfect setup. We are admin-heavy at the start precisely, so we don’t waste your time with random rooms and unsuitable spaces. Our years of experience and great venue relationships guarantee you the best value and fit.
However, the final decision is yours. While we always suggest doing site visits where possible (photos do not always tell the whole story!), here are the 10 crucial checks you must confirm before you sign on the dotted line.
The Ten Commandments of Venue Vetting
1. Availability
This seems obvious, but never assume! You need guaranteed availability for your primary date and your preferred load-in/load-out times, especially during busy periods like Christmas or summer. Get it in writing, early.
2. Access & Accessibility
Do you require street-level entry for large equipment or heavy décor? Are there enough lifts or escalators for your expected guest count? Think about ease of movement for everyone and everything.
3. Timings (The Hard Stop)
What are the strict contractual timings for your event? When must the music stop? When must all guests be off the premises? Clarify if there are extension options and, more importantly, what the wrap-up process looks like once the event ends – you want to avoid the harsh lights-on, music-off scenario that can ruin the final impression.
4. What’s Included in the Package?
Never assume the basics are covered. Does the quoted price include VAT? Does it include basic AV (a projector and screen)? Are the chairs and tables covered, or is that an extra hire fee? Get a detailed, itemised list of everything included.
5. Supplier Flexibility
If you want to bring in your favourite caterer, florist, or production company, does the venue allow it? If they have a Preferred Supplier List, confirm the surcharge for using an external company. High surcharges can quickly ruin your budget.
6. Power and Connectivity
Is the Wi-Fi strong enough to handle all your guests and your event tech? Is there enough dedicated power for your production needs? Do not risk blowing a fuse during the CEO’s keynote.
7. Staffing and Security
Does the venue provide event security and cloakroom staff, or are you responsible for hiring them?
8. Logistics Flow (The “Backstage”)
Think about how the event will run behind the scenes. Is there a suitable loading bay? Is there a green room for speakers or entertainment? Are the kitchen and service areas close to the main event space, or will waiters be trekking miles?
9. Hidden Costs: Cleaning & Breakages
Ask about mandatory cleaning fees. Are they included in the room hire? Are there specific charges for breakages or damage? Ensure the liability clause is clearly defined in your contract so there are no nasty surprises post-event.
10. Emergency Plan & Licensing
Review their health and safety protocol and fire exits. More simply: is the venue fully licensed for alcohol sales and music until your desired end time? An expired license will stop your party faster than you can say “last orders.”
The Venue Vetting Shortcut
That is where we come in. At Ex Events, this rigorous vetting process is standard before any option even lands in your inbox. We deal with the contracts, the liability clauses, and the supplier negotiations so you can focus on the vision.
Checking these 10 points is essential to ensure your event is safe, compliant, and cost-effective. However, asking these questions takes time, persistence, and industry knowledge – it is the kind of detailed admin that drives internal teams mad.
Ready to secure the perfect venue without the admin headache?
