10 Questions to Ask Your Event Space Before Your Event

Ask 10 Questions First to Avoid Problems Later 

Wedding? Tradeshow? Gala? Conference? Whatever the event, choosing the right venue is the first step to success, and the first thing to know are the 10 questions to ask upfront. The answers will save busy planners time, trouble, and money later, and Ball Event Center has the information they need to make the right decision about the location of almost any event. 

1. Is the venue available on the date needed?

Always confirm availability first. If the space isn’t available and the date is inflexible, why bother? Also, remember that reservations for certain events, like weddings and holiday parties, go fast. Whatever the occasion, it’s still wise to ask early—and if the timing of the event can be moved, even by a day or two, options increase considerably. 

2. What’s the total cost?

 No one likes surprises when it comes to money, and that goes both ways. Have a budget in mind and share it upfront, then make sure that the venue’s pricing is transparent, inclusive, and covers everything needed, including tables and chairs, setup and teardown, a dance floor, a stage, a sound system, and more. A savvy planner knows that add-ons can add up, but the less experienced volunteer, team member, or mother of the bride may not, so financial clarity from the start is a must. 

3. What is the venue’s capacity?

The venue’s booking agent needs the answers here. So, how many people will there be, and what will they be doing? How many people the space can hold depends on whether guests are walking about, sitting, dining, dancing, making a presentation, or walking back and forth to a stage and up and down stairs to it. The best venues offer a variety of spaces or even a single large one that can be divided as needed. 

4. What about catering? 

What is being served, to how many, and are they sitting or milling about? Does the venue provide food and drink, staff to prepare and serve it, and cleanup afterward? If an outside caterer is used, is there prep space, a kitchen, and discreet, easy access? A full-service venue provides the widest range of options. 

5. Is there staff support or an event coordinator? 

Planning an event involves countless moving parts. Someone on staff who can coordinate logistics, timing, and outside vendors is invaluable—whether they do it themselves or advise the customer’s planner, whoever that is and whatever their level of experience. At a minimum, the venue should have someone on hand to answer any questions or address unexpected issues. 

6. Are there preferred vendors? 

Any event space worth the time and trouble to investigate can recommend a vetted list of vendors for almost every service imaginable, such as florists, photographers, caterers, and more. These partners can be trusted because they have proven their adaptability, and their familiarity with the space and the details around it that make their own services convenient, easy to use, and able to integrate seamlessly into the occasion. 

7. Is the location convenient?

A suburban venue needs to offer more than an urban location. Is it near major highways and local thoroughfares? Does it have its own parking lot, where is it, and how many cars can it hold? Is the lot—and the space itself—ADA compliant? No one likes holding their coats or finding a place to stash them, or waiting in long lines for the restroom. Are amenities like a coat check available and are there enough (women’s!) restrooms? 

8. Is the venue insured? 

The last thing an organization or family wants when the unexpected happens is to be left holding the financial bag. What does the venue’s insurance policy cover in the event of cancellation or unforeseen emergencies, like fire, flood, or tornado? See the documentation and understand what kind of coverage or waivers customers are responsible for. 

9. Are there local policies or restrictions?

 Different events have different needs, and their guests have equally different expectations. Conference goers need relative quiet, and wedding reception revelers want the opposite. Find out early what the facility’s policies are around noise levels, alcohol, timing, and traffic, especially as these may all be subject to local laws and ordinances. 

10. What kind of technology and AV support is available?

 Corporate events need microphones, projectors, screens, and Wi-Fi access. Weddings need a DJ setup and a first-rate sound system. Does the venue provide this equipment and have someone on staff to set it up, troubleshoot on the day of the event, and dismantle and store it when it’s over?

 A venue that checks every box

 Count on Ball Event Center to answer all 10 of these essential questions with clarity and professionalism. The transparent pricing, adaptable indoor spaces, full-service amenities, and trusted vendor network provide planners with a true one-stop shop. Whether organizing a personal celebration or a business, charitable, or civic event, Ball’s experienced staff, flexible infrastructure, and trusted vendors help planners plan with confidence. Deliver a well-organized and expertly run affair that becomes a thoroughly enjoyable and memorable experience for everyone involved by trusting Ball.