Six questions to ask before hiring an event venue.
A practical venue enquiry checklist, from layouts and equipment to costs.
Venue photographs only answer some of your questions. Before confirming an event space, clarify its suitability, event logistics and costs so quotes can be compared on the same basis.
1. Use and total attendance
Explain the event type, whether tickets are sold or guests invited privately, and any catering, noise or specialist equipment. Include speakers, staff and performers in your headcount, and ask the venue to confirm capacity for the actual layout.
2. Layout and event flow
Classroom, theatre and group workshop layouts need different circulation routes. Outline registration, presentations, changeovers and departure, allowing time for setup and reinstatement.
3. What equipment is included?
Confirm projectors, sound systems, microphones, Wi-Fi, tables, chairs, connection cables and on-site assistance individually. Equipment being available does not mean every item and technical support are included.
4. Full charges and extras
Ask for a written breakdown of venue hire, deposit, overtime, cleaning, holiday arrangements and extras. Compare quotes covering the same scope.
5. Access and loading
Confirm the entrance, lifts, equipment delivery times and loading rules, then give participants the address and arrival instructions.
6. Changes and cancellations
Check payment, rescheduling, cancellation, severe-weather and equipment-failure arrangements, and keep the confirmation records.
Explore E11 SPACE's event venue, and share your date, times, use and expected attendance with our team for a confirmed layout and quote.