Finalizing a venue contract

Depending on the size of your event, you may want to consider having a contract drawn up to manage expectations between both parties and to ensure the space is reserved for you.

Depending on the size of your event, you may want to consider having a contract drawn up to manage expectations between both parties and to ensure the space is reserved for you on the day of your celebration.

Some important deals to work out with the venue in advance:

• Maximum occupancy

• Building access and walk-throughs

  • Hours you are permitted in the building, including time for rehearsal, setup and break-down (if applicable)

  • Point of contact

    • Provides access when needed

    • Schedules walk-through with vendors

    • Provides floorplans

    • Emergency or backup contact

  • Setup/breakdown responsibilities

    • A/V

    • Seating and tables

    • Cleaning responsibilities

      • Tables

      • Trash

      • Recycling

  • Venue Insurance

    • Talk to the venue to find out if insurance is required.

  • Preferred vendors

    • Some venues have vendors for food, audio/visual rentals, etc. that they require or prefer are used within their space.

  • Security requirements