Venue Checklist: What to Ask Before Booking

Booking the right venue can make or break a corporate event. Whether you're planning a conference in Sydney, a hybrid meeting, or a team-building retreat, asking the right questions upfront can save time, money, and stress. This venue checklist will help you cover essential details — from budgeting your venue hire to understanding inclusions — so you can plan with confidence.

1. Availability and Flexibility

First, confirm if the venue is available on your preferred date(s). If not, ask about alternative dates or flexible booking options. Some venues offer discounts for off-peak periods or mid-week events, which could help stretch your budget.

2. Capacity and Layout

How many people can the venue comfortably accommodate? Make sure you understand the maximum capacity for seated and standing events. Ask if the space can be configured to suit your event—whether you need theatre-style seating, breakout rooms, or open-plan layouts.

3. Technology and Facilities

Check what audio-visual equipment is included. Will you need additional microphones, screens, or Wi-Fi upgrades? Confirm that the venue can support hybrid or virtual components if required. It's wise to ask whether on-site technical support is available during your event.

4. Catering and Dietary Needs

Does the venue offer in-house catering, or can external suppliers be used? Be clear about your needs, including vegetarian, vegan, halal, or allergy-friendly options. Don't forget to request sample menus and pricing.

5. Accessibility

Ensure the venue is accessible for all attendees, including those with mobility challenges. Ask about ramps, lifts, accessible bathrooms, and parking. This is more than a courtesy; it's essential for an inclusive event.

6. Parking and Transport

Clarify the parking options on site or nearby. For city venues, ask about public transport links and whether shuttle services can be arranged.

7. Cost and Inclusions

Get a detailed quote that breaks down all costs. Ask what's included in the hire fee: furniture, staff, cleaning, security? Are there hidden charges such as overtime fees or corkage?

8. Cancellation and Terms

Finally, review the booking terms. What's the cancellation policy? Are deposits refundable? Understanding these conditions can help protect your organisation in case plans change.

By taking the time to ask these key questions before booking, you'll ensure your chosen venue aligns with your event goals, budget, and guest needs. Having a clear, well-prepared checklist can help you avoid surprises and make informed decisions. And remember — platforms like Corporate Venues Australia make it easy to compare options, check inclusions, and find the right space for your next successful event.