Why These Questions Matter When Shopping Venues
Before you sign a contract, it pays to know the right questions to ask your venue. Rental fees rarely include everything you’ll need, so these smart questions help you get clarity upfront—and avoid costly surprises later.
The truth is, a rental fee is only a starting point. Every event has different needs: a corporate breakfast doesn’t look like a wedding reception, and a nonprofit gala flows differently than a birthday party. If venues tried to include everything for everyone, you’d end up paying for things you don’t want—or missing things you really need.
That’s why most venues use an à la carte model. It’s not a limitation—it’s flexibility. The base rental covers your right to use the space, and the rest is customized to fit your goals, guest count, and budget.
These 8 questions to ask your venue are designed to get everyone on the same page—clearly, early, and without surprises. Think of them as your roadmap for comparing venues accurately and making the best choice for your event.
Questions to Ask Your Venue During a Tour
Question #1: What exactly is included in your rental fee?
Why this matters: The base rental fee is only the beginning. Some venues include tables, chairs, or house lighting; others offer a blank canvas.
What to listen for: Details. “Tables and chairs” might mean folding banquet chairs—or upgraded Chiavari seating. “Basic AV” could be one mic or a full sound package. Ask what kind, how many, and who sets it up.
Red flag: Vague answers like “we provide everything you need.”
Question #2: What are your vendor requirements?
Why this matters: Some venues have in-house catering teams, while others use trusted partner lists. A few, like McNichols Civic Center in Denver, allow outside vendors with minimal restrictions.
What to listen for: Catering, bar, planners, AV, florals, rentals—who’s required, who’s optional, and whether insurance or approvals are needed.
Pro tip: Ask if the vendor list is required or recommended. A preferred list often saves time and connects you with pros who already know the space.
Question #3: What kind of guest experience does your space support best?
Why this matters: Every venue has a natural flow. Some are great for high-energy parties; others are built for formal dinners or immersive storytelling.
What to listen for: Do they talk about acoustics, lighting, or flow between spaces? Bonus if they ask you what matters most—comfort, pacing, intimacy, or transitions.
Venue Voice
“Knowing how a client envisions their guest’s experience and three top aspects of their event is so important to know. Those answers help us tailor everything.”
— Stephanie Sealy
Director of Sales & Marketing, Mile High Station & Ironworks Denver
Question #4: How does setup and breakdown work around your operations?
Why this matters: Many venues run multiple events each week—or even each day. Restaurants may need the room back by dinner, while museums might limit setup during public hours.
What to listen for: Specific setup and teardown timeframes, blackout periods, and flexibility if your event runs long.
Question #5: What should I know about loading in and out?
Why this matters: Most venues weren’t designed for events. Load-in may mean docks, elevators, tight hallways, or stairs.
What to listen for: Distance from dock to setup area, carts allowed, where vendors park.
Question #6: What additional fees should I budget for?
Why this matters: Rental fees rarely cover everything. Cleaning, security, extended hours, and vendor coordination all add up.
What to listen for: A breakdown of standard vs. situational fees. Budget clarity upfront avoids sticker shock later.
Question #7: What happens if something shifts with my event?
Why this matters: Guest counts change. Weather moves in. Timelines flex. The key is how your venue partner handles curveballs.
What to listen for: Real examples of how they’ve adapted in the past, backup plans, and their overall tone—calm vs. flustered.
Question #8: Who’s on-site and how does the day actually run?
Why this matters: Beyond brochures, you want to know who opens the doors, when vendors arrive, and who stays until the last guest leaves.
What to listen for: Clear answers on staffing, timing, and support. A confident walk-through means strong systems; vague answers may signal a DIY setup.
The Real Goal: A Smart Fit, Not a Flawless Fantasy
Perfect events are built on a hundred moving parts—but the right venue can make all the difference. Asking the right questions before booking your venue helps you compare spaces fairly, budget realistically, and partner with a team that understands your vision.
Whether you’re booking in Denver, Boulder, or beyond, the smartest venues will welcome your questions—and answer them with clarity.
Ready to Start Comparing Venues?
Finding the right space gets a lot easier when you have a trusted place to start. The VenuHub Network is Colorado’s referral-based platform where venues share inquiries they can’t accommodate, so you see options that truly fit your date, guest count, and goals. No endless directory browsing, no lead reselling—just a smarter way to compare venues with confidence.
