Five Questions To Ask Before Booking a Venue

By October 3, 2019Corporate Events
Corporate event at Love Child Toronto.

If you’re planning a corporate event in Toronto, arguably one of the most important tasks on your to-do list is booking a venue for it. Apart from curating guest lists, ordering catering services and booking entertainment, picking the right venue is vital as event spaces set the tone for the experience you’re trying to host for your guests.

If you find a venue you’re ready to sign off on — HOLD UP! Before signing the paperwork or leaving a deposit, here are five questions you need to ask before booking an event space.

What Is The Venue Capacity?

Before you start your venue search, it’s always a good idea to have a rough estimate of how many people you plan on inviting to your upcoming corporate event. In the best case scenario, you should have a rough guestlist made up so when you approach different venues you know exactly how many people you plan on hosting. This guestlist will also make the search easier as it will help dictate the size of the space you should look for; which leads us to the first question you should always ask which is — what is the venue capacity?

No matter how much you love the look of a venue, you need to make sure that it will accommodate everyone on your guestlist. Never underestimate the size of the space as well, especially as most of them look bigger empty when you’re seeing them for the first time with no one in it. Especially if you’re thinking of incorporating things such a dance floor, stage, tables and other set-ups, the room can fill up quickly so you want to ensure the venue can accommodate that.

What’s Included In The Total Booking Fee?

Before you sign the dotted line and book your venue, you want to know exactly what you’re getting for that booking fee. Does it include all the catering, set-up costs, clean-up, tech set-up and any other services you’re looking for? Never assume everything is included as many of these services are considered additional costs for some Toronto venues. Whether it’s something as simple as additional chairs or putting up a projector, you never want to assume those are covered in the cost of the fee. Always triple check with the venue first so there’s no unexpected surprises down the road that you have to cover.

Many Toronto venues have preferred vendors they use for things such as catering and other additional services.

Do You Have Preferred Vendors?

All venues have preferred vendors, especially when it pertains to catering, so you’ll want to learn who they are and whether or not you can use outside vendors instead. If you go with a vendor of your choice, most venues will charge additional fees for doing do, so you definitely want to take that into account, especially if you’re managing budgets. If there are certain limits to the types of vendors you can bring in, that’s something you’ll want to know beforehand, especially if it impacts the execution of your corporate event.

What Is The Cancellation Policy?

Event planning is always full of surprises, even for the most veteran planners. There are many reasons why you may need to cancel with a venue — whether it’s because you need to downsize, or you have to cancel the entire event altogether for whatever reason — you always want to make sure you know what the cancellation policy is ahead of time. Cancellation policies vary from venue to venue and will also depend on how much notice the venue was given.

Is The Venue Accessible?

Accessibility is incredibly important for any corporate event in Toronto, but especially true if you know for a fact that some of your attendees have mobility issues or use mobile devices to get around. Are there special ramps for them to use instead of stairs? Are there elevators or escalators that can help them get from floor to floor? Will there be staff on site that will be able to escort them safely to the event space in the building? Every venue is different, which means they’ll all have varying degrees of accessibility over others. These are details you’ll want to sort out ahead of time, so you can inform guests accordingly.

The Takeaway

No matter which venue you choose to go with to host your corporate event in Toronto, be sure to do your research and make sure the venue has experience executing the type of event you’re trying to host. Love Child Social is a versatile event space that transports guests to an ultra cool space that’s been used to host a variety of different functions including holiday parties, product launches, networking events and much more. To find out how you can take your next corporate event to the next level, contact their talented team today.

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