event venue checklist

When it comes to planning an unforgettable event, your venue isn’t just the backdrop—it sets the tone, tells the story, and often makes or breaks the guest experience. Whether you're planning a luxe wedding, an elevated corporate gathering, or an over-the-top birthday bash, choosing the right venue is your first power move. Let’s break it down with our no-fluff, glam-approved Event Venue Checklist.

Know Your Event Size & Style

Before you even peek at a venue's Instagram, get crystal clear on your guest count and event vibe. Are you going for sleek and modern? Rustic chic? Boho luxe with champagne towers and disco balls? The venue needs to match the mood and fit your crew comfortably. Nothing kills a vibe like cramming 150 guests into a space meant for 80—or worse, a ballroom that swallows your intimate soirée whole.

Pro Tip: Always plan for 10–15% more guests than your original list (just in case your RSVP game is too strong).

Location, Parking & Accessibility

Even the most Insta-worthy venue won’t impress your guests if they can’t find it, park, or get in the door without a 10-minute hike. Consider proximity to hotels, airports, and transportation. Got out-of-town guests or a mixed crowd? Make it easy on them.

Checklist Musts:

Valet or ample self-parking
ADA accessibility
Nearby lodging or shuttles for out-of-towners

Budget vs. Hidden Fees

Ah, the budget—where reality meets Pinterest dreams. A venue might look like a steal, until you realize tables, chairs, security, and even cleanup are not included. Suddenly your budget-friendly venue is giving luxury hotel energy… minus the service.

Ask for an itemized quote upfront and watch for sneaky extras:

Corkage and cake-cutting fees
Overtime charges
Mandatory service fees and gratuity
In-house vendor minimums

Amenities and Vendor Flexibility

Let’s talk perks and policies. Some venues offer all-inclusive packages (bless), while others give you a blank canvas. Decide what works best for your timeline, team, and style.

Key Amenities to Consider:

On-site coordinator
Lighting, A/V, WiFi
Bridal/groom suites or green rooms
Kitchen facilities or catering prep areas

Also: Are you allowed to bring in your dream team of outside vendors? Or are you locked into a preferred list that doesn’t fit your aesthetic—or your budget?

Questions to Ask Before You Book

Before signing on any dotted line, ask the right questions:

What's the max capacity?
How early can vendors access the space?
What's your backup plan for weather (hello, tented terrace)?
Are there noise restrictions or curfews?
How long is the rental window, and what’s included in setup/cleanup time?

Don’t just tour—interrogate. (Kindly, of course. With a latte in hand.)

Ready to Secure the Perfect Spot?

Choosing a venue is more than picking a pretty space—it’s the foundation of your event success. At Extraordinary Weddings & Events, we don’t just find venues—we unlock hidden gems, negotiate on your behalf, and ensure the space fits your vision like couture.

✨ Want access to exclusive venues not listed on Google? Contact us today or visit our Event Planning Services to learn more about our white-glove venue sourcing.

How to Choose the Perfect Venue for Your Event