Greenlight Guides

Picking a venue? Use our Venue Checklist

Have Your Site Support Your Goal

• What is the goal or purpose of your event? How can a venue help you achieve that?
• Who are the guests attending this event? What will they expect? What do you want them to remember most?
• What types of meeting spaces have worked for us in the past? What hasn’t worked?
• What sort of image do you want for your event? What kinds of ambience and décor will support that image?
• If the space has in-house or preferred food and beverage service, do the menus and quality of the food support your image and goal?
• How much additional decorations and lighting will be needed to make the space correspond to your vision?
• Is there enough room to support the activities you want to have? Is there room for a dance floor? Breakout rooms for small meetings? Clear sight lines to the stage area for presentations?

Crunch the Numbers

• How many guests?
• What exactly is included with the rental fee? What is extra? What are the minimum rental policies and charges?
• Will you need:
  • Exhibition space?
  • A stage?
  • A dance floor?
  • A runway?
  • Display areas for products?
  • Specialty tables or props (such as casino tables)?
• Will you need sound/lighting equipment?
• Will you have a buffet or food/beverage stations?
• How many will you need:
  • tables/chairs
  • food stations
  • bars/beverage stations
  • sign-in/registration tables
  • coat checks
  • restrooms
  • breakout rooms
• Will you need computer hookups or internet access?
• How will your guests move around the space? Are there enough entrances, exits, food stations, electrical outlets, etc.?
• For outdoor events, is there a backup space in case of bad weather? Do you need a tent?

Other Considerations

• Is the site clean? Are the furnishings and décor new or remodeled? What is the rest of the property like?
• Is the site easy to get to for most of your guests? Will you need to provide maps or transportation?
• Is there enough parking? Will guests have to pay? Is there a valet? Is public transportation available? Is the area safe?
• Is the site handicap accessible? Are there elevators?
• Will you need extra security?
• What is the cancellation policy?
• What kind of other events/patrons will be using the space?

Being Budget Minded

• Are there any discounts for booking different dates or times? Weekdays are often less expensive than weekends, and brunch or lunch are often less expensive than dinner. Prices may also vary according to season.
• Can you rent the space for less time (three hours instead of four, for example)?
• Are there discounts for using the same venue over multiple days or for multiple meetings?
• Can you choose a venue that has built-in elements that support your theme?
• Are gratuities and taxes included? Be sure to ask about all hidden fees and costs upfront.
• Will the booking include set-up and clean-up time? Will staff be available to help, or will there be an additional charge?
• Are there other events taking place in the same space earlier or later that might affect your décor choices?
• Can you use architectural elements in unique ways? A stage can be converted to a seating or lounge area, balconies and stairs can double as performance spaces for musicians, and an entryway or foyer can double as a pre-function space.