How early should we book a venue?

Book 6-10 weeks in advance for most venues, or earlier for peak weekends and popular locations. Popular restaurants and hotels may need 8-12 weeks lead time.

Do we need event insurance for venues?

Some venues require liability insurance. Ask for their preferred vendor or coverage requirements. Many venues can recommend insurance providers or include coverage in their packages.

What should we look for during a site visit?

Check access times, load-in routes, container policies (confetti/balloons), noise restrictions, staff contacts, parking, restrooms, and overall condition of the space.

How do we handle venue deposits and payments?

Understand deposit percentages (typically 25-50%), cancellation windows, refund policies, payment schedules, and any additional fees like service charges or gratuity.

What questions should we ask about contracts?

Ask about cancellation policies, force majeure clauses, damage liability, cleanup requirements, insurance needs, and any restrictions on decorations or activities.

Baby Shower Ideas, Planning Tools & Free Printables

Compare Sheet

Venue Comparison Checklist

Criteria	Venue 1	Venue 2	Venue 3
Capacity/Accessibility
Cost/Minimum
Time Block
Food Policy
Decor Rules
AV/Power
Parking/Transit
Restrooms
Backup Plan
Contact

Comparison Tips

Visit venues in person when possible
Take photos for reference
Ask for written quotes
Compare total costs, not just base rates
Consider your specific needs and priorities

Site Visit Questions

Essential Questions to Ask

Access & Setup

What time can we access for setup?
What's the load-in route?
Are there elevator or stairs?
Where can we park for setup?

Policies & Restrictions

Container rules (confetti/balloons)
Noise hours and restrictions
Decoration limitations
Cleanup requirements

Day-of Contact

Who will be our main contact on the day?
What's their direct phone number?
Is there on-site staff during the event?
What's the emergency contact procedure?
Who handles technical issues?

Contract & Payments

Contract Review Checklist

Financial Terms

Deposit percentage and amount
Cancellation window and penalties
Refund policy and timeline
Payment schedule and due dates

Liability & Insurance

Insurance requirements
Damage liability coverage
Force majeure clauses
Indemnification terms

Payment Schedule

Booking: Initial deposit (25-50%)
4 weeks before: Second payment (25-50%)
1 week before: Final payment
Day of: Any additional charges
After event: Deposit refund (if applicable)

Timeline

Booking Timeline

8-10 weeks

Hold Date

Reserve your preferred date with a small deposit

6-8 weeks

Sign Contract

Finalize details and make initial payment

4-6 weeks

Send Invitations

Include venue information and RSVP deadline

72 hours

Final Headcount

Confirm guest count and finalize details

1 week

Final Payment

Complete payment and confirm setup schedule

Timeline Tips

Book popular venues earlier (10-12 weeks)
Confirm all details in writing
Set calendar reminders for deadlines
Have backup options ready
Communicate timeline to all helpers

Day-Of Logistics

Event Day Checklist

Arrival & Setup

Arrival times for all helpers
Layout map and setup plan
Signage pack for directions
Emergency contact numbers

Cleanup & Departure

Cleanup checklist
Tip envelopes for staff
Final walkthrough
Key return procedures

Day-of Essentials

Venue contact information
Contract and payment receipts
Setup timeline and assignments
Emergency backup plans
Cleanup supplies and procedures
Guest count confirmation

Venue Planning Checklist (Compare Options & Book)