Get the real story on what’s included—and what will cost extra
Last week, we talked about the venue inclusion illusion—why that gorgeous space you’re researching might not include everything you think it does. This week, we’re giving you some questions to ask during your venue inquiry after you know the date is available, the size is right, and the location suits your goals.
But first, let’s get something straight: the rental fee is a starting point, not a complete package. Why? Because every event has different needs. A corporate breakfast setup isn’t the same as a wedding reception. A nonprofit gala requires a different flow than a birthday party.
If venues tried to include everything for everyone, you’d end up paying for things you don’t need—and asking for discounts on things you don’t want. The à la carte model exists so you can build something that fits your event and your budget.
The rental fee covers your right to use the space for a set amount of time. Everything else gets customized based on what you’re planning. It’s not a limitation—it’s flexibility.
These questions are designed to get everyone on the same page—clearly, early, and without surprises. Think of them as your roadmap to avoiding miscommunication and comparing Colorado venues accurately.
Question #1: “What exactly is included in your rental fee?”
Why this matters:
The base rental fee is just the beginning. Some venues include tables, chairs, and house lighting. Others offer a beautiful blank canvas space.
What to listen for:
Details. “Tables and chairs” could mean folding banquet chairs—or upgraded Chiavari seating. “Basic AV” might 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.” Everyone’s version of “everything” is different.
Question #2: “Tell me about your vendor requirements.”
Why this matters:
Some venues have an onsite culinary team (think Denver Museum of Nature & Science or the Denver Art Museum). Others work with a great list of trusted partners (like Mile High Station or Ironworks Denver). Some, like McNichols Civic Center Building, have a very open community-centric system.
This isn’t about controlling your event—it’s about protecting the space, ensuring logistics go smoothly, and delivering a memorable experience.
What to listen for:
Clear policies on catering, bar service, planners, AV, florals, and rental providers. Can you bring in your preferred team? Is approval required? Do they need to provide a copy of their insurance?
Bonus points:
Ask whether they recommend vendors or require them. A preferred list is often a shortcut to pros who know the space and won’t treat your event like a test run.
Planning tip:
Starting with your venue—not your caterer—is a great way to use your time wisely. The space you choose affects everything: timing, layout, access, flow. If you do start with a caterer, ask which venues they work in often. The caterer should be able to steer you toward spaces where they know the team and space.
Question #3: “What kind of guest experience does your space support best?”
Why this matters:
Every venue has strengths. Some are built for high energy and flow. Others are better for formal dinners, immersive storytelling, or intimate moments. Matching your vision to the venue’s natural vibe makes everything feel more intentional.
What to listen for:
Do they ask you what matters most? (That’s a good sign.) Listen for whether they understand pacing, comfort, transitions, and the emotional arc of your event—not only logistics. Bonus points if they mention things like acoustics, lighting at different times of day, or how guests will move through the space.
Bonus insight:
The right space isn’t just beautiful—it reinforces your priorities. When a venue team understands what matters to you (and your guests), they can help shape the day in ways you didn’t even think to ask.
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 Mile High Station: Denver’s Premier Event Venue Ironworks: Denver’s Historic Private Event Venue
Question #4: “How does setup and breakdown work around your regular operations?”
Why this matters:
Many venues have more than one thing happening. A restaurant might need the space back by 4:00 PM for dinner service. A museum might not allow setup during public hours. And some places flip five or six events in the same week.
What to listen for:
Specific timeframes, any blackout periods, and how much flexibility you have if your event needs more time than expected.
Professional insight:
A confident walk-through is great—but so is someone who says, “Let me double-check.” Either way, the goal is clear communication and solid planning.
Question #5: “What should I know about loading in and out of your space?”
Why this matters:
Most venues weren’t originally built to be venues—which means there’s no spare storage closet or back room to leave your gift table overnight. Everything that comes in needs to go out that same day.
What to listen for:
Ask how far the load-in point is from your setup area. Are there elevators? Loading docks? Stairs? Tight corners? What kind of carts are best? Where do vendors park?
A venue that’s done hundreds of events will have this process dialed. But it still helps to plan ahead—and make sure your team is prepared.
Question #6: “What additional fees should I budget for beyond the rental?”
Why this matters:
The base rental rarely covers everything—and that’s not a bad thing. Every event comes with its own needs. Cleaning fees, security, extended hours, staffing, and vendor coordination are all part of producing a great experience.
What to listen for:
Ask for a full breakdown of what’s typical and what’s situational. Some costs are standard; others depend on your guest count, timeline, or vendors. Knowing upfront helps you budget smart—and avoid surprises later.
Professional insight:
A good venue partner won’t rush this part of the conversation. Whether they walk you through a fee schedule or send a detailed follow-up, the goal is clarity. You’re not trying to negotiate—you’re trying to plan well.
Question #7: “What happens if something shifts with my event?”
Why this matters:
Guest counts change. Timelines get tweaked. Weather has a mind of its own. This isn’t about perfection—it’s about how your venue partner handles the curveballs. Asking this question gives you a sense of their flexibility, experience, and steadiness under pressure.
What to listen for:
Do they give you a real example? Can they walk you through how they’d handle a last-minute change with confidence—not frustration? Look for backup plans, hard limits, and whether their tone feels calm and solution focused. Some outdoor events can’t move inside. Some timelines just can’t stretch. That’s fine—if you know upfront.
Bonus insight:
Someone who makes you think about what could shift with your event—and how the venue may or may not be able to shift with it—is a great partner to have. Ask yourself if you’re truly onboard with the fact that events are sort of living, breathing things. They will change. Can you roll with it and help make things smooth—or will you melt down?
Question #8: “Can you walk me through how things run here on event day—like who’s on-site, vendor timing, and whether there might be another event?”
Why this matters:
This question gets beyond the brochure and into how the venue runs. It shows you what’s included, who’s on-site, and what kind of support you’ll have. It’s a window into how the team approaches service—from the first conversation to the final guest departure.
What to listen for:
Who opens the doors? When do vendors arrive? Can volunteers bring in pizza? Who’s there during the event? What happens at the end of the night? A clear, confident answer means the venue has systems in place. If the answer is vague—or it’s more of a DIY venue—make sure you’ve got the bandwidth and budget for that.
Bonus insight:
A venue leader who walks you through the day with care, clarity, and maybe even a little excitement about your event? That’s the kind of partner you want.
The Real Goal: A Smart Fit—Not a Flawless Fantasy
Everyone wants their event to feel perfect. But let’s be honest—perfection depends on a hundred things going right, including time, talent, weather, and budget. What really matters is finding a space—and a team—that aligns with your vision and the reality of what it takes to pull it off.
That starts with the venue rep. They’re not just there to sell you a pretty space. They’re there to help you figure out what’s truly possible, what it will cost, and whether the experience you’re imagining can really happen there. A good one will tell you straight up if your vision doesn’t match the budget—or the space—and then help you navigate what’s next.
Maybe that means shifting your plan. Maybe it means creating a simpler or more creative version of your original idea. Or maybe it means finding a different venue that’s a better match. And all of those options are valid.
Here’s another lens: Look at what you’re spending on bread, gas, eggs, or fast casual food right now. Events are impacted by the same economy. So, before you start comparing quotes, ask yourself—is my budget realistic for the kind of experience I want to create today?
Planning a great event isn’t about squeezing perfection out of every detail. It’s about partnering with the right people, staying flexible where it counts, and building something that works—beautifully—for you and your guests.
