Do you know the right questions to ask before booking an indoor venue?
Outdoor events are fantastic but sometimes they just aren’t the right fit. Think about it – when you choose an indoor location it’s a controlled environment where you maintain the temperature to what’s comfortable for the guests and mother nature won’t be bothering you. (If you are having an outdoor event, read this.)
But, before choosing your indoor location, you’re going to want to do your research and conduct venue inspections. It’s important to know as much as possible about an indoor space before making the final decision.
Here are some questions you’ll want answered before booking an indoor venue to prevent any surprises later on:
- What other groups will be in-house, where are they, and exactly what will they be doing? Knowing what’s happening on the other side of the wall could have a bearing on the success of your event.
- Is there going to be another group of people using the foyer (or the pre-function area) before the event? The venue won’t be automatically forthcoming about this if you don’t ask.
- What kind of walls are separating the event and what is their sound integrity? There are air walls, hard walls, and glass walls and they’ll all have a different impact on your event. Your guests may not be thrilled when the wedding next door is playing the top 40 hip hop tracks while the CEO is trying to deliver the company’s latest financial information.
- How are the room’s acoustics? Tall exposed metal ceilings, concrete or tile floors, and bare block walls will present acoustical challenges. When providing amplified entertainment or speaking, the ideal venue is a room with some sort of acoustical architectural ceiling, walls with carpet or panels, and a carpeted floor.
- What’s the design of the room’s carpet? Some places have crazy carpet designs! If you’re planning an elegant event, perhaps an awards dinner, you’re not going to want a space that has mauve or green jungle print carpet.
- What are the different lighting settings? Fluorescent lights are great for tradeshows or meetings but won’t suit an intimate event. Make sure that you can adjust the lighting and also pay attention to natural light. Visit the venue at the same time the event will take place and take daylight savings time into consideration so you don’t get a false reading.
- How and when will you get the stuff into the building? Always ask what time you can get into a space for load-in. You may assume that the space is available first thing in the morning, but it might actually be occupied up to one hour prior to the event. Be sure to confirm and add the set-up time as well as the event times when signing the contract.
These questions can help make your event go smoothly and should be asked during the event inspection or, if you can’t get to the venue ahead of time, make sure to get thorough responses from the venue over the phone. Your entire indoor event rests on these factors being optimal. You’ll also want to check out our indoor venue checklist to ensure you have everything in order.
Can you think of any other questions you may need to ask the indoor venue ahead of time? Share them in the comments!
Want more insights? Get a FREE digital copy of my Amazon Best Selling Book, “Going Live: Insider Secrets to Corporate Event Production” by clicking here.