Choosing a venue for your event is one of the — if not the — most vital decisions you will make during the entire event planning process. From cost and logistics to atmosphere and attendee experience, the venue impacts every aspect of your event. Choose the right one, and everything flows. Choose the wrong one, and it can feel like you are fighting fires from day one.

 

So, how can you be sure you are making the right choice?

 

With so many moving parts to consider — from seating arrangements and tech equipment to catering and social programme options — it is crucial to ask the right questions before you commit and sign a hire agreement. That way, you can feel confident you have all the information you need and move ahead with planning your event.

 

Here's a checklist of must-ask questions that will help you make sure you don’t overlook anything vital.

 

 

 

Question 1: Can the venue accommodate the event's needs?

 

Let’s start with the basics first. These might sound obvious, but it can be surprisingly easy to chase shiny objects and forget about the practicalities. So, let’s check your venue meets your event’s basic requirements before looking any further:

 

✅ Can the venue comfortably accommodate the expected number of attendees?

✅ Does the event space support the most suitable seating arrangement for your event format?

✅ Does the venue offer all the necessary technology and equipment on-site? And if not, can it easily be organised?

 

 

 

Question 2: What is the availability for the preferred date(s)?

 

If your event date is set in stone, the availability for your date is a deciding factor. If you have some flexibility, you can play around with different date options. Either way, make sure you ask about the details when it comes to availability!

 

✅ What timeslot is bookable for this date? Does the venue offer full-day bookings, half-day timeslots, or bookings on an hourly basis?

✅ For larger venues: Is another event booked on the same day? If so, how could that impact your event and guest experience?

✅ If no other event is booked yet, what are the venue’s guidelines around future bookings? Is there an option to reserve the venue for exclusive use for a buyout fee?

 

 

 

Question 3: What are the seating options and capacity per layout?

 

Not all venues will offer every seating arrangement. If you have your heart set on a particular room layout, be sure to check with the venue whether or not it is offered. Depending on your chosen seating arrangement, the capacity may also change drastically.

 

✅ Does the venue offer your preferred seating arrangement?

✅ What is the maximum capacity for this room layout?

✅ Can the venue provide a detailed floor plan and photos of the seating arrangement and room set-up?

✅ If you are planning to set up in an outdoor space: What is the backup plan should it rain or storm? Is there enough capacity to move indoors?

 

 

 

Question 4: Are there any restrictions around décor and staging?

 

Some venues are more flexible than others when it comes to reimagining the set-up and decoration of their spaces. To make sure you can stage the event space as you envision, find out ahead of time what is allowed and what is off-limits.

 

What does the venue already offer in terms of furniture and decorations?

✅ Are there any limits on what type of furnishings or installations you can bring to make the space your own?

✅ Are there any restrictions around decorations, e.g. wall hangings, open flames, or confetti?

✅ Is there a list of approved suppliers you are required to work with? And if so, can they provide it?

✅ Alternatively: Are you able to bring your own vendors? And if so, are there any specific requirements they need to meet?

 

 

 

Question 5: What are the arrangements for set-up and pack-down?

 

Timings around access to the venue, set-up before your event, and pack-down after can seriously affect your logistics — especially if you are working with several suppliers. Make sure you have all the information ahead of time so you don’t get caught out by tight turnarounds or overtime fees.

 

✅ When can your vendors, team members, and you access the space before the event?

✅ How much time is included for pack-down and clearing out?

✅ What is the venue’s overtime policy in case your event runs longer than expected?

✅ For late-night events: Is there a strict clear-out deadline you need to be aware of?

✅ What is the access to the venue like for vendors? Is there a supplier access point for bulky deliveries?

✅ Are there venue staff on-site to assist with logistics and vendor coordination?

 

 

 

Question 6: What is the accessibility of the venue like?

 

The most beautiful venue will be a flop if your guests are unable to easily get there and navigate the space. Before choosing a venue, you should ensure that it is easy to reach by different means of transportation and designed to be inclusive for attendees with mobility impairments.

 

✅ Is the venue easily reachable by public transport?

✅ Is there enough on-site parking for guests arriving by car?

✅ If there is no on-site parking, what other parking options are available nearby?

✅ What is the cost of the parking? And will this be payable by the event attendees or covered by the event organiser?

✅ What measures are in place to make the venue inclusive for attendees with disability? Does the venue offer designated car parks, step-free access for wheelchairs, and accessible bathrooms?

 

 

 

Question 7: What are the options for catering, and can dietary requirements be accommodated?

 

While some venues provide catering in-house or through collaborations with local vendors, others will leave organising food and beverages up to the event planner. Neither of the two options is necessarily better or worse than the other, but you need to make sure you understand your options and any limitations they may come with.

 

✅ Does the venue provide catering options as part of the venue hire? If so, what are the package options?

✅ If the venue provides in-house catering or catering through a trusted supplier: Can you request a tasting ahead of time?

✅ Are you able to bring in a caterer of your choosing?

✅ Can dietary requirements and preferences — such as vegetarian, vegan, lactose-free, gluten-free, and halal options — be accommodated? If so, is there an additional fee?

 

 

 

Question 8: What exactly is included in the venue hire package — and what will cost extra?

 

A venue might seem like a great deal until the additional charges start piling up. Before you move ahead with your venue selection, make sure you are fully aware of what is included in the base hire fee and what additional surcharges, fees, or penalties you might incur.

 

✅ Does the base rate only include the venue hire, or is event technology, equipment, and more part of the package?

✅ Does the venue offer catering packages? If so, what are the different options? Are there surcharges to accommodate dietary requirements?

✅ Does the venue offer accommodation packages? If so, what exactly is included?

✅ Does the venue charge any additional fees (service fee, booking fee, cleaning fee) or gratuity that you should be aware of?

✅ What deposit is required to secure the booking?

✅ What does the payment structure look like, and when is the final payment due?

 

 

 

Question 9: What are the terms and conditions you should be aware of?

 

Before signing any contract, it is important to understand your rights and responsibilities. This is particularly important in case you have to postpone or cancel your event, as even the best-laid plans can change.

 

✅ What are your rights and responsibilities as the hirer, and what are the venue’s rights and responsibilities?

✅ What is the cancellation policy? How much notice is required? How much of the venue hire fee is refundable?

✅ Is there flexibility to change the date of the event? If so, what fees apply to a change of date?

✅ What happens in case of emergencies or force majeure events?

✅ What are the terms around liability issues that may arise in relation to this venue hire?

 

 

 

Question 10: Is it possible to view the venue before booking?

 

Once you have checked that your short-listed venue ticks all your boxes, it’s time to organise a viewing. While photos are great, and virtual walk-throughs are even better, visiting the event space yourself is always ideal.

 

✅ Is there a virtual tour or video walkthrough available online?

✅ Does the venue offer viewing appointments ahead of confirming the booking?

✅ Is it possible to see the venue in action during another event (with permission)?

 

 

 

Let Konflinx do the heavy lifting

 

By now, your head might be spinning — and understandably so.

 

Because browsing hundreds of venues, reaching out to the dozens you short-list, and going over all of these questions with every single one? That’s time-consuming and exhausting.

 

That’s where Konflinx comes in. We are here to make your job as the event planner easier. With our online platform, finding and booking the right event venue is easier than ever before!

 

Use Konflinx and take the overwhelm out of finding the right venue

 

✅ Browse our selection of Austria’s top event venues and get inspired by the beautiful spaces available.

✅ Filter potential venues based on your needs so you don’t waste time scouting venues that don’t suit your event.

✅ Review the results: check out the venue listings that meet your criteria and short-list your favourites.

✅ Send an enquiry about all of your favourite venues with just one click — no need to reach out to each event space individually.

✅ Receive an easy-to-read venue presentation that compares venues side-by-side and makes choosing the perfect one a breeze.

 

 

🔍 Ready to find the perfect venue for your next corporate event?

 

Start your venue search with Konflinx →