Event planners: ask these 6 questions before you sign a venue contract

What to ask before signing a venue contract 

You've spent months planning the perfect event. The last thing you want to discover, just days before the event, is that the venue has policies that could throw off your plans. To prevent any last-minute stress, it's really important to check with the venue about any specific rules or restrictions that might impact your event. 

This might include restrictions on when set-up and teardown can occur or even rules about where certain activities can take place within the venue. Additionally, some venues have guidelines about decorations, like whether you can use candles, sustainable confetti, or hang items from the ceiling. By understanding these rules upfront, you can tailor your event plans accordingly and avoid unpleasant surprises or crises on the big day. Based on the scale and schedule of your event (especially if it takes place at night or involves live or loud music), it's also important to verify whether the venue has any regulations regarding noise restrictions or curfews.  

Guest lists can be fluid. Whether it’s a few extra people who suddenly decide to attend or a group that cancels at the last minute, changes in attendee numbers are almost inevitable. That's why it's vital to understand how your potential event venue handles overages or reductions in your guest count.  

 
Will the venue be able to accommodate additional guests on short notice, or are you limited to a maximum capacity? And if fewer people attend than expected, are you still on the hook for the original number of guests? Some venues charge per head, so these changes could significantly impact your event budget. By discussing these possibilities with the venue in advance and having a clear verification in your venue contract, you can ensure you're prepared for any scenario, keeping the event running smoothly regardless of the final headcount. 

Payment terms can vary significantly from one venue to another, so it’s important to get a clear understanding of what's expected financially. Ask the venue manager to include a clause in your venue contract that includes a detailed breakdown of their payment schedule. Typically, you may be required to pay a deposit upfront to secure the date, with the balance due closer to the event. However, some venues might have additional payments scheduled at various milestones along the way.  

 
It's also important to clarify what happens if a payment is late—are there penalties or fees? Knowing the payment terms in advance helps you plan your budget and cash flow, ensuring you’re not caught off guard by unexpected costs. Additionally, ask if any hidden fees might not be immediately apparent, such as service charges, gratuities, or taxes, so you can factor these into your overall event budget. 

When planning an event, it's easy to focus on the fun aspects like decor, entertainment, and catering, but insurance and liability are just as important. Most venues require event planners to carry insurance that covers potential damages or accidents during an event. This might include general liability insurance, which protects against claims of bodily injury or property damage, as well as liquor liability insurance if alcohol will be served. Ask the venue about their specific insurance requirements and who is responsible for obtaining it—you, them, or the vendors.  
 
Additionally, discuss what happens in case of accidental damage to the venue or equipment. Understanding these policies and making sure they’re clearly outlined in your venue contract will help you protect yourself from unexpected costs and ensure that both you and the venue are adequately covered in case something goes wrong. 

Life is unpredictable, and even the best-laid plans sometimes need to be altered or cancelled. Whether due to unforeseen circumstances like travel restrictions, family emergencies, or simply a change in plans, knowing the venue’s cancellation and refund policy is essential.  

 
Ask what happens if you need to cancel or reschedule your event—will you lose your deposit, or is there a partial refund available? Some venues may offer flexible cancellation policies, especially if they can rebook the date with another event, while others may have stricter terms. Additionally, enquire about the timeline for cancellations—how far in advance do you need to notify the venue to receive a refund or avoid penalties? Having this information in your venue contract will give you peace of mind and help you make informed decisions if event plans need to change. 

You’ve probably spent considerable time selecting the perfect caterer, florist, or photographer for your event. But before you finalise any contracts with these vendors, it’s important to check whether the venue has any restrictions on bringing in outside vendors. 

 
Some venues have exclusive partnerships with certain vendors, meaning you might be required to use their in-house services or pay an additional fee to bring in your preferred vendors. This is often the case with catering, where the venue may have an in-house team that you’re required to use, or they might charge a fee to allow an outside caterer. Some venues may also require outside vendors to provide proof of insurance or meet certain criteria to work on-site.