Will everyone fit with our setup?
Ask about your actual plan: dinner tables, a stage, a dance floor, food stations or breakout groups. A maximum guest count may describe a different arrangement. Ask for a floor plan if space is tight.
Can we bring the food and drinks we want?
Check whether you can keep your caterer, bring a food truck or handle food yourselves. Ask about approved suppliers, cooking and reheating, kitchen access, coffee and tea. If you want alcohol, find out whether the venue runs the bar or allows your own bartender.
Will our music and guest plans work here?
Mention children, a DJ or live band, amplified speeches and whether the event is private or ticketed. Ask about sound limits, finish times and any house rules that affect the plan.
What equipment comes with the room?
Check screens, microphones, Wi-Fi and furniture. Ask whether you need a technician, which cables to bring and whether a screen will be visible in daylight.
How will people and deliveries get in?
Confirm parking, transit, loading and setup times. Check the step-free route from arrival to the room, stage and restrooms, plus any seating or hearing support your guests need.
What else could change the day?
Ask about shared areas, other events, weather backup and changes to the guest count or hours. Find out what happens if you need to reschedule or cancel.
What will the whole event cost?
Ask for room hire, food and drinks, staffing, equipment, cleaning, taxes and extra hours to be shown separately. Who cleans up, and what is included? An early estimate may still have costs to confirm.
Finish by agreeing who will answer each open question and when.