Important Event Venue Contracts Questions You Should Be Asking

Whether you’re organising a wedding, a corporate function, or a multi-day festival, working with venues is one of the most important parts of planning a successful event. When everything flows smoothly, the results can be spectacular. However, the finer details of a venue hire agreement can easily be overlooked in the excitement of planning.

At BE Event Hire, we’ve worked alongside thousands of venues across the UK, from rural marquees to major arenas. What we’ve seen time and time again is that even the most professional events can run into problems when contracts aren’t fully understood.

To help you avoid unnecessary costs and last-minute stress, here are the most important questions to ask before signing any event venue contract.

Important Event Venue Contracts Questions to Ask - BE Event Furniture Hire

Clarify Expectations From the Start

A good working relationship with your venue begins with communication. No matter the scale of your event, every detail matters when it comes to contracts. From access times to cancellation clauses, making sure everything is clearly agreed in writing can save time, money, and headaches further down the line.

Know Your Access Times

Set-up and take-down are often more time-consuming than organisers expect. Make sure you’re fully aware of:

When you can access the venue for set-up
How long do you have after the event to remove items
Whether early access or late removal comes with a charge

Many venues have set operating hours or shared spaces, so assuming you’ll have flexibility can cause issues. If you’re arranging furniture hire or bringing in external suppliers, knowing the load-in and load-out times in advance is essential. Even gaining access the day before can make a massive difference to how smoothly the day runs.

Understand What the Price Covers

Not every venue hire fee includes the same features. It’s essential to ask for a complete list of what’s included in the base cost and what will incur extra charges. Common areas to check include:

Tables and chairs
Wi-Fi access
Lighting and sound equipment
On-site staff such as stewards or cleaners
Kitchen access or refrigeration
Generator or power supply
Parking facilities for suppliers and guests

It’s not uncommon to find things like rubbish removal or cloakroom services charged separately. Knowing what is and is not omitted allows you to budget accurately and avoid unpleasant surprises.

Know the Policy on Cancellations

Unfortunately, even the best-planned events can face unexpected changes. That’s why you should always check the venue’s cancellation policy before signing anything. Make sure you understand:

The timeframe for cancellation (e.g. full refund if cancelled within 30 days)
Any non-refundable deposits
Scaled fees based on notice periods
The process for confirming cancellation in writing

Some venues may include cancellation clauses that are buried in the small print. Double-check these, especially if your event is weather-dependent or subject to third-party changes.

Check Re-Sale Clauses

If your event has to be cancelled and the venue successfully resells the date to another client, ask whether this affects your cancellation fees. Some venues will offer a reduced or waived fee if the space is rebooked, but this isn’t always automatic.

If you’re helping the venue re-let the date, confirm in writing whether this reduces your liability. It’s a small detail that can make a big difference to your final costs.

Understand Minimum Numbers and Turnout

For events with catering or ticket sales, minimum numbers can affect the overall pricing. Ask the venue:

Whether there is a minimum guaranteed attendance
What happens if fewer guests arrive
Whether charges change if certain thresholds aren’t met

In some cases, poor turnout (perhaps due to severe weather or travel disruption) can lead to venues charging as though the event had full attendance. Where possible, include wording in your contract that allows flexibility under exceptional circumstances.

Bringing In Your Own Team

If you’ve already chosen suppliers for catering, furniture hire, AV equipment or décor, confirm that the venue allows outside contractors. Some venues charge extra for working with non-approved suppliers or require certificates of insurance.

Ask about:

Additional costs for using external teams
Insurance or health and safety requirements
Whether there’s a preferred supplier list

At BE Event Hire, we regularly work with venues across the UK. We can liaise directly with the on-site team to arrange smooth delivery and collection, minimising disruption to your schedule.

Reliable Wifi Access

Many organisers assume internet access is included, but that’s not always the case. For events where guests, vendors, or systems rely on connectivity, confirm:

Whether Wi-Fi is available throughout the space
The strength and speed of the connection
If the service is included in the hire price
Options for upgraded or private networks

This is especially important for conferences, live-streamed events, or any activity that uses contactless payments.

Insurance and Damage Liability

Accidents can happen. It’s essential to know:

What insurance does the venue hold
Whether you’re responsible for accidental damage
How hired items are covered during your event

For event furniture hire and other equipment brought in, clarify if the venue requires damage deposits or insurance documents. BE Event Hire supplies professionally maintained furniture that arrives ready to use, and we can advise on care and use to help avoid damage during the event.

Access Restrictions and Venue Rules

Venues often have restrictions that aren’t immediately obvious. Check in advance:

Noise curfews or live music cut-off times
Limits on alcohol service or outside catering
Décor restrictions (e.g. no nails or hanging items)
Weight restrictions for equipment delivery

It’s better to ask these questions early than to discover limitations after the contract is signed.

Clear Point of Contact

On the day of the event, you’ll want reassurance that support is available if anything needs attention. Confirm:

The name and contact details of the venue manager or duty officer
Whether someone will be on-site during set-up and the event itself
Who the suppliers should speak to on arrival

This helps everything run smoothly, especially for time-sensitive deliveries and last-minute changes.

Final Walkthrough and Contract Sign-Off

Before finalising your booking:

Walk through the venue with your event plan in hand
Ask questions about anything unclear
Ensure all verbal agreements are added to the written contract
Keep a copy accessible for you and any team members involved

Taking the time to review everything in person can save time and confusion later.

Making Contracts Work For You

Ultimately, a good contract benefits both the organiser and the venue. By asking the right questions and getting clear answers in writing, you’ll protect your budget, your event, and your peace of mind.

At BE Event Hire, we’re proud to support thousands of events every year with reliable furniture, on-time delivery and experienced support. We understand the demands of working with venues and are always happy to offer guidance or liaise directly with your venue to coordinate drop-offs and collections.

If you’re planning an event and need advice on furniture hire or logistics, get in touch today for a free, no-obligation quote. We’re here to help make your next event a success.

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