10 Questions to Ask BEFORE Booking Any Event Venue

Planning an event in Cheboygan or Northern Michigan? Ask these 10 critical questions before signing a venue contract. Save money, avoid headaches, and book with confidence.

lofteventsonmain.com/blog/questions-before-booking-event-venue

You've found a venue that looks perfect in photos. The price seems right. You're ready to book.

But wait - before you sign that contract or put down a deposit, there are questions you NEED to ask. The right questions can save you thousands of dollars, prevent day-of disasters, and ensure your event goes smoothly.

We've hosted everything from intimate 20-person gatherings to 100-guest celebrations at Loft Events on Main, and we've seen what happens when people don't ask these questions upfront. Here's your essential checklist.

1. What's ACTUALLY Included in the Rental Price?

This is the big one. Some venues quote you a low price, then hit you with surprise fees later.

Ask specifically about:

• Tables and chairs (are they included or extra?)

• Setup and teardown (do you do it, or do they?)

• Cleanup after the event

• Kitchen access

• Getting-ready spaces

• Parking

• Audio/visual equipment

• Linens and décor

Red flag: If they say "starting at $X" but won't give you a clear breakdown of what that includes, push for specifics.

At Loft Events on Main, our rental includes: Beautiful Chiavari chairs, (not folding metal ones!), setup, teardown, cleanup (by US, so you can focus on your guests), prep kitchen access, and a spacious bar area. No surprise fees.

2. What Are the Hidden Costs?

Beyond the rental fee, ask about:

• Damage deposit (refundable? how much?)

• Insurance requirements (do they require event insurance?)

• Overtime fees (what if you go over your time?)

• Cleaning fees

• Security requirements

• Vendor fees (do they charge vendors to access the space?)

• Cake-cutting fees (yes, some venues charge for this!)

Pro tip: Get EVERYTHING in writing. Verbal promises don't hold up when there's a dispute.

3. What's Your Cancellation Policy?

Life happens. Dates change. You need to know your options.

Questions to ask:

• Is the deposit refundable under any circumstances?

• What happens if I need to reschedule (not cancel)?

• How much notice do you need?

• What if there's a family emergency or severe weather?

Look for: Reasonable flexibility. A venue that won't work with you at ALL is a red flag. But understand that they're running a business - some non-refundable deposits are standard.

4. Are There Vendor Restrictions?

Some venues require you to use THEIR approved vendors. Others let you bring anyone.

Ask:

• Do you have a preferred/required vendor list?

• Can I bring my own caterer? Photographer? DJ?

• Are there fees for outside vendors?

• Can I bring in my own alcohol? (Or do I have to use your bar service?)

Why this matters: Vendor restrictions can dramatically increase your costs. If you have to use their $5,000 caterer when you found one for $2,500, that "cheap" venue just got expensive.

At venues like ours: We give you total vendor freedom. Bring who you want. We'll even recommend great local vendors if you need them, but the choice is always yours.

5. What Are the Time Restrictions?

Don't assume you get the space "all day."

Clarify:

• What time can you access the venue for setup?

• What time must you be completely out?

• Is there a hard curfew for music/noise?

• Can you access the venue the day before for setup?

• Can you come back the next day to retrieve items?

Example scenario: You book "6 hours" but then realize you can't access the space until 2 hours before your event starts. That's not enough time for setup, and now you're stressed and rushing.

What to look for: Generous access times. At minimum, you should get 2-3 hours before your event starts for setup and decoration.

6. What's Your Capacity - Realistically?

Venues often advertise their MAXIMUM capacity, but that doesn't account for how you're actually using the space.

Ask:

• What's the capacity with round tables vs. banquet tables?

• Does that include a dance floor? DJ area? Bar setup?

• Can I see a floor plan showing how my setup would work?

• Have you hosted events with [your guest count] before?

Reality check: A venue that "holds 100" might only fit 80 comfortably once you add tables, a dance floor, food service area, and breathing room.

Request a walkthrough where they show you exactly how your event would be set up. If they can't or won't, that's concerning.

At Loft Events on Main: we have sample floorplans on our web site and will customize any room layout to suit your event needs

7. What Happens If Something Goes Wrong?

Murphy's Law applies to events: If something CAN go wrong, it might.

Ask about:

• Backup power (what if the electricity goes out?)

• Climate control (heat in winter, AC in summer - and what if it breaks?)

• Weather contingencies (for partially outdoor venues)

• Staff availability (is someone on-site during your event?)

• Emergency contacts (who do you call if there's a problem?)

Green flag: Venues that have thought through contingency plans and can walk you through them confidently.

8. Can I See the Space During an Actual Event?

Photos are great. But seeing the venue "in action" is even better.

Ask:

• Can I attend an open house?

• Can I see the venue during a setup or event? (even just a quick peek)

• Do you have videos of real events held here?

Why this matters: You'll see how the space ACTUALLY looks when it's set up, how sound carries, how lighting works, and how staff operates. Photos can be deceiving.

Can't attend an event? Ask for references from recent clients. Talk to real people who've used the space.

9. What's Included for Accessibility?

If you have guests with mobility issues, accessibility matters.

Questions:

• Is the venue wheelchair accessible?

• Are there stairs? Is there an elevator or ramp?

• Are bathrooms ADA-compliant?

• Is there accessible parking nearby?

Don't assume. Even "nice" venues can have accessibility issues, especially historic buildings. Ask directly.

At Loft Events on Main: your vendors and guests with mobility issues have an elevator option available at our front entrance.

10. What Does the Contract Actually Say?

Before you sign ANYTHING, read the contract carefully.

Look for:

• Payment schedule (when are deposits and final payments due?)

• Cancellation terms (we covered this, but double-check the contract matches what they told you)

• Liability clauses (who's responsible if something gets damaged?)

• Force majeure clause (what happens if there's a pandemic, natural disaster, etc.?)

• Any clauses that seem one-sided or unfair

Pro tip: Don't be afraid to negotiate. Everything in a contract is negotiable until you sign it. If something doesn't work for you, ASK if they can adjust it.

Not sure what you're reading? Have someone else review it - a friend, family member, or even a lawyer if it's a large investment.

Bonus Questions Worth Asking

11. Do you have event insurance? (If something happens at the venue, are they covered? Are YOU covered?)

12. What's your WiFi situation? (Important for guests posting on social media or if you're live-streaming)

13. Can we do a rehearsal? (Especially important for weddings)

14. What décor restrictions do you have? (Can you use candles? Hang things from walls/ceilings? Confetti? Some venues have strict rules)

15. How many events do you book per day? (You don't want to feel rushed because another event is coming in right after yours)

Final Thoughts: Trust Your Gut

Here's the thing: You can ask all the right questions and check all the boxes, but if something feels OFF during your venue tour - trust that instinct.

Good venues will:

• Answer your questions openly and honestly

• Show you around thoroughly

• Be responsive to emails/calls

• Make you feel excited (not pressured)

• Work WITH you to make your vision happen

Bad venues will:

• Rush you through the tour

• Dodge questions or give vague answers

• Pressure you to "book today or lose the date"

• Make you feel like you're bothering them

• Be inflexible about everything

You're not just renting a space - you're trusting someone with one of your most important days. Choose a venue (and venue owner) who gets that.

Ready to Find Your Perfect Venue?

If you're planning an event in Cheboygan or Northern Michigan, we'd love to show you around Loft Events on Main.

Here's what makes us different:

• No hidden fees - what we quote is what you pay

• Complete vendor freedom - bring who you want

• Generous access times - we don't rush you. You tell US how much time you need

• Tables, chairs, setup, and cleanup included

• Historic charm meets modern amenities

• Venue owners who actually CARE about your event

Book your free, no-pressure tour: https://www.lofteventsonmain.com/contact

Call us: 231-333-8055

DM us: https://www.instagram.com/lofteventsonmain/#

Have questions we didn't cover here? Reach out - we're happy to help, even if you don't end up booking with us. That's what good venue owners do.

Related Posts You Might Find Helpful:

• How to Plan a Wedding in Cheboygan: Complete Timeline & Checklist [coming soon]

• Cheboygan Wedding Budget Breakdown: What Things Actually Cost [coming soon]

• Vendor Coordination 101: Who Does What?  [coming soon]

About the Author: Vicki Thornton is the owner of Loft Events on Main in Cheboygan, Michigan. After investing in transforming a historic Masonic Lodge into a beautiful event space, she and her partner, Julie Gagnon-Cornish, are passionate about helping couples and event planners navigate the venue selection process with confidence.