Describe the event in a few sentences
Say who is coming and what you want people to do. For example: “A full-day workshop for 28, somewhere creative but professional, with breakout space and coffee all day.” Add your must-haves and anything you can change.
Date and hours
- Your preferred date and any alternatives
- Guest arrival, start and finish times
- Access for setup, deliveries, rehearsals and cleanup
- Any late-night or overnight plans
Guests and room setup
Give your expected guest count, including children, and when you will know the final number. Describe tables, a stage, dancing or breakout groups. Ask whether everyone fits with that setup, not just the room’s published capacity.
Budget and what it covers
Share a range and say whether it includes food, drinks, equipment, staffing, taxes and service charges. Mention any approval deadline or payment arrangements you need.
Food and drinks
Say whether you want the venue’s catering, your trusted caterer, food trucks or food you bring yourself. Include meal times, dietary needs, alcohol plans, a bartender, kitchen access, cleanup and coffee or tea.
Equipment and entertainment
Describe the moment: a presentation, a DJ and dancing, a slideshow or a live band. List the screen, microphones, Wi-Fi, power and furniture you need. Ask which items and staff the venue provides.
Getting everyone there
Include parking or transit needs, step-free routes, accessible restrooms, hearing support and quiet space. Ask about deliveries, shared areas, sound limits and a bad-weather plan.
Keep the questions visible
Your brief should help the venue answer: Will this event work here? What needs checking? What would the full quote include? Leave unknowns as questions for the next conversation.