So, you’ve found the perfect venue for your event and you’re about to sign on the dotted line. Before you do, take a moment to consider these top tips from Mairi Gray, the Event Manager at LSO St Luke’s, to save you a lot of hassle and to help you avoid any nasty surprises.
Can I access the venue for set-up?
Most events will require some level of set-up, whether it be a few hours or an entire day. Speak to your production team to find out how long you will need to get everything in place, then introduce them to your venue so they can work together on suggesting timings.
Depending on the spend, venues will often be willing to negotiate on the cost for set-up time, so be open about your required time and budget.
What’s included in the price?
You’ll be surprised how often people will simply assume certain elements are included in the venue hire costs. Despite what you think, government taxes, services charges, mineral water, snacks, flip charts, and stationery may not be included in hire charges so don’t presume. It’s always worth double-checking.
It’s a good idea to create a list of all the fixtures and facilities that you’ll need, and run it past the venue events team to make sure you’re both on the same page about what is expected.
What’s your cancellation policy?
No matter how hard you try, sometimes cancellations happen. If they do, you want to make sure that you’re aware of the procedure and that you’re protected from expensive cancellation fees. Cancellation policies vary greatly between venues, so it’s really important that you double-check the non-refundable deposit and iron out any clauses you have early on.
The key takeaway when it comes to booking your venue is that the early bird really does catch the worm. The earlier you raise any issues, ask questions, or voice any concerns, the easier they will be to sort if the time comes. No question is too silly and no clarification is too small, so don’t be afraid to ask if you have any queries. After all, it’s better to find out before booking than halfway through your event!
