Questions to ask on your venue walkthrough
The practical questions that rarely come up on a venue tour but decide how smoothly your event runs: power, load-in, end times, insurance and more.
Venue tours are designed to show off the space at its best. That's useful, but the questions that decide how the day actually goes are usually the boring ones. Bring this list to your walkthrough and write the answers down. You'll forward most of them to vendors later.
Timing
- What time can vendors start setting up, and when does everything have to be out?
- Is the end time for the music the same as the end time for guests?
- Is another event booked the same day, before or after yours?
Power and space
- Where are the outlets, and how many separate circuits are there? A DJ, a photo booth and a coffee station on one circuit can trip a breaker.
- Which corners or walls are open for things like a backdrop or a lounge area?
- Is there a covered option for anything that can't get wet?
Getting things in and out
- Is there a loading door, ramp or elevator? How wide is it?
- Where do vendors park, and how far is that from the room?
Paperwork
- Do vendors need to provide a certificate of insurance? Many venues require one, and it's easier to collect them early.
- Is there a list of required or preferred vendors?
- Are there rules about candles, confetti, sparklers or decorations on the walls?
Ask for the answers in writing, or send a follow-up email summarizing what you heard. Venue coordinators change jobs, and a written answer survives that.