Questions to ask when booking a Christmas party venue

672 Atmosphere 28 28th Floor Room

It’s official – you’re planning an event! However, besides excitement, you may also be experiencing a slight sting of anxiety… but you can comfortably push that fear away because we are here to help you through one of the most important parts of the process! It goes without saying that picking an appropriate venue is a crucial step to organising a successful Christmas party, so one of your responsibilities is making sure that your chosen space is the right fit for you. You need to make sure that while communicating with the venue manager you ask the correct questions and thus don’t end up not mentioning a piece of important information. Here at Tagvenue, we understand how hard it may be to create a list of questions from scratch, especially for first-time event organisers, so we interviewed several of our customers as well as some of the venue managers we cooperate with, and came up with the ultimate Christmas Party Questionnaire:

Availability, Size and Space

  • Is the venue is available at your selected date/dates and time?
  • Is it possible to do a provisional booking before having to pay any deposit or make a commitment?
  • What is the maximum capacity and what is the recommended capacity?
  • Could you visit a site and, if so, when?
  • Can the attractions and activities you have planned be organised in the venue? (For example, is loud music allowed and, if yes, until what hour?)

Cost and Terms and Conditions

  • What is the price for your desired number of people and selected date/dates?
  • What is included in the price?
  • Will the venue be willing to try and negotiate costs?
  • If you haven’t had a confirmed guest list or are worried about ‘no shows’, ask if you will be able to book for minimum numbers and add guests later on.
  • Before signing anything, make sure you look through the quote again and ensure it includes everything you require and that there will be no hidden charges.

Staff

  • Does the venue have its own in-house Events Manager(s) to help you plan your Christmas party?
  • How many and which staff members will be on duty the day of the party?
  • Will the venue be willing to clear up afterwards? Otherwise, you may want them to hire in some extra help, rather than clear up yourself.

Parking and Equipment

  • What is available for you to use and what you will need to hire in, such as furniture, entertainment equipment, staff on the night, Christmas decorations and theme?
  • Is there a cloakroom?
  • Is there parking available?

Food and Drinks

  • Does the venue have in-house catering options?
  • Is it possible to test the menu before the event?
  • If the venue does not have in-house catering, who are the preferred vendors?
  • Is there a surcharge for non-preferred vendors?
  • Does the venue allow you to bring your own alcohol?

Timing

  • How well in advance could you start decorating and preparing the venue?

Organising a Christmas party and looking for a venue that would suit your needs? We’ve got you covered! Check out our free venue finding & booking platform, Tagvenue.com.


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