• Lottie Summer

Booking your venue: Questions you need to ask!


Obviously there aren’t any events going on at the moment, but you may be using this lockdown time to organise and plan your future events, parties and weddings.


One of the first things to think about when planning your event is securing a venue.


But there’s a lot to think about when booking your venue. Here’s an idea of just some of the questions you should be asking:

IS YOUR DATE AVAILABLE?


If you are flexible with a couple of dates that could work for you, then great. But if you are looking for one specific date, then it’s always best to check this date with the venue before you spend your precious time looking around a venue that isn’t available.


WHAT’S THE CAPACITY?

Venues have legal capacities for each of their spaces so that they are adhering to safety regulations. It’s always important to ask about the capacities because you don’t want to have to drastically limit your guest list, nor do you want a huge space with hardly anyone in. It’s also important here to use common sense, some venues may technically be allowed a certain capacity, but you need to ensure that when all of our tables, stage etc is in there, will you be able to comfortably move around?


WHAT’S THE CANCELATION POLICY?

Nobody wants to have to cancel their events, but sometimes, this is unavoidable. It’s always advisable to check the cancellation policy so that you know where you stand in this situation.


WHAT’S THE HIRE FEE AND WHAT’S INCLUDED?

This may seem like an obvious question but it’s one that a lot of people seem to forget about. Firstly, you need to make sure that the hire fee is within your budget, but more importantly, you need to find out what is included in this, you don’t want any hidden costs such as bar staff etc. It’s also advisable to ask about any payment plans, deposits etc. so that you can factor this into your budget plan.


WHAT ARE THE RULES?

There’s a lot to think about within this question but some of the more likely thoughts are, does the venue have a licence to sell alcohol? Are there any sound limiters? Are you allowed live music/DJ? Are you allowed to bring your own caterers in? What’s the curfew?

These are just some of the questions that you need to be asking when booking your venue but there are lots more things to think about as well, for example, is there parking at the venue, how accessible is the venue for any guests that cannot take steps and stairs, the list goes on…

If you’d like any help or support with booking your venue or any other element of your event, we are always here to help!

Contact us via:

Facebook - Rare Events

Instagram - Rarecardiff

Email - lottie@thisisrare.co

Website - www.thisisrare.co

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