Understanding what’s included in your venue rental – and why venues structure pricing the way they do
Picture this: You’re researching venues for your event and find a gorgeous space that seems perfect. As you start planning, you discover that some things you expected or assumed to be included – tables, linens, sound systems – are actually separate rentals or services.
If this sounds familiar, you’re experiencing something completely normal in the event industry. Understanding how venues structure their pricing helps you budget accurately and work more effectively with your venue team.
The Real Story Behind Every Venue
Here’s what most people don’t realize: The vast majority of event venues weren’t built to host events.
That gorgeous space you’re looking at on Insta? It was probably something else first—and in many ways, it still is. This isn’t about deception; it’s about evolution. Understanding a venue’s origin story is the key to understanding what’s included in your rental and why.
The Venue Family Tree
Museums were designed to showcase collections, not serve cocktails. That’s why bar service often requires rented glassware and additional staffing.
Historic mansions were built as private homes. They have charm and character, but they weren’t designed with loading docks, commercial kitchens, or event storage in mind.
Cultural institutions excel at staging and acoustics for shows, but seated dinners? That’s a different challenge entirely and they are here for it.
Restaurants and bars are optimized for their daily operations. When they host events, everything from timing to specialized menus must be reimagined.
Private clubs were designed around member experiences. Events are often secondary, which affects everything from kitchen capacity and flow to setup flexibility.
Co-working spaces market themselves as “event-friendly,” but could lack the infrastructure for anything beyond small gatherings.
Each of these venues has learned to adapt, and most do it brilliantly. And adaptation is exactly why inclusions vary so widely from place to place.
Here’s the kicker: Most of these venues are still operating their original business alongside events. The museum is still showcasing exhibits, tours, classes and field trips. The restaurant is still serving dinner Tuesday through Sunday. The private club is still hosting members every day for lunch and dinner and think about the seasonality. Events are often the secondary revenue stream, which means everything must work around the primary operation.
“Meow Wolf exists to challenge the perception of art and creativity as we spark joy and curiosity with each interaction. By opening minds to this sub-reality, we’re able to invite guests to travel dimensions, without ever leaving our space. Our private events are truly an extension of that mindset – utilizing maximalist canvases to foster community, enthusiasm and connection.“
Kristin Hutton, Director of Events
The Art of the Pivot
Because most venues weren’t purpose-built for events, they’ve mastered the art of transformation. Every event becomes a custom puzzle and sometimes there are more than one in a day:
- Furniture gets moved, stored, or swapped out entirely
- Outside vendors fill gaps in equipment or service
- Staff takes on different roles than their day-to-day operations
- Load-in and load-out logistics get carefully choreographed around regular business
And here’s something most people don’t think about: Storage space doesn’t pay the bills—people in the space do. Every square foot dedicated to storing event equipment, extra tables, or seasonal décor is space that could otherwise generate revenue. That’s why many venues keep minimal inventory on-site and rely on rental partnerships instead.
This isn’t a bug—it’s a feature. Thriving venues in the events world are the ones that have figured out how to be endlessly adaptable while keeping their primary business running smoothly.
What About “Real” Event Venues?
Even purpose-built event spaces vary dramatically in what they include. A hotel ballroom might come with built-in screens but charge separately for audio visual technicians. That tech – likely outsourced from a reliable local company. A conference center might have excellent infrastructure but require you to utilize their vendors for all things rental, display, booths and décor.
There’s no universal “standard package” because every venue’s business model is different.
The Bottom Line for Anyone Planning an Event
Whether you’re organizing a corporate retreat, wedding celebration, nonprofit fundraiser, or family reunion, please don’t compare venues based on rental rates alone. Instead, ask yourself: What does this space provide, and what will I need to source elsewhere? Fitting a square peg in a round hole is not how you want to kick off your planning journey.
Some venues include tables, chairs, house lights, and service staff. Others offer a breathtaking setting and the flexibility to create exactly what you want—but you’ll need to bring in most of the elements yourself.
Neither approach is right or wrong. They’re different, and understanding the difference upfront saves everyone time, money, and frustration.
What’s Next?
The secret to venue selection isn’t finding the space with the most inclusions—it’s finding the space that aligns with your event needs and budget reality.
Next week, we’re sharing the 8 questions everyone should ask before signing a venue contract. These questions will help you uncover the real inclusions, avoid last-minute surprises, and compare your options with complete clarity.
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