Top 10 Questions to Ask Before Booking an Event Venue in New Jersey
When you’re planning a private event, finding the right venue is usually an essential first step. But before you say “yes” and sign on the dotted line, there are so many things to consider — the venue’s capacity, the total cost, policies on drinks and decor, guest parking, and more. To help you make sense of what can sometimes be a stress-inducing process, the private event-planning pros at SkyView Golf Club, Sussex County’s premier and most scenic event venue and golf course, compiled this handy list of the top 10 questions to ask before booking a venue in the New Jersey area.
1. Is Your Venue Available On My Preferred Date?
You might have found the perfect spot for your private event, but first, you’ll need to confirm your preferred date. If it’s free, determine whether they allow you to hold the date or if a deposit is necessary to make it yours. If your preferred date is already booked, and you’re flexible, inquire about the surrounding days.
2. What’s The Total Cost and What’s Included?
When shopping for a venue, it’s important to get the total cost upfront, along with a detailed breakdown of the services and items included. For example, are there extra charges beyond the room rental? Are staffing, any service fees, cleaning and breakdown, or any audio-visual equipment and support charged separately? Ask first, so you’re not surprised later.
3. How Many People Can This Venue Accommodate?
Before you agree to host your private event at what might seem like the ideal space, you’ll want to make sure it can fit your entire party comfortably. Ask about seated and standing capacity and confirm any fire-code restrictions. That way, you won’t have to make any last-minute, unnecessary adjustments to your guest list.
4. What’s Your Alcohol Policy?
Before you stock up on your favorite wine to pour at the event, get crystal-clear on your venue’s alcohol policy (some spaces require a special permit or insurance to bring in your own drinks). Some even prohibit outside alcohol because they offer their own bar service. When meeting with the venue of your choice, confirm their specific policies.
5. What Are Your Catering Options?
While some event venues in the New Jersey area offer full-service professional catering, others may require you to use specific, approved vendors. Occasionally, outside food and beverage will be allowed; however, you’ll want to determine if there are any fees associated. It’s always a good idea to confirm this information prior to booking.
6. Are There Any Decor Restrictions?
Sure, you may have plans to fire off a few confetti cannons during your parents’ golden wedding anniversary party, but before you do, make sure the venue allows it. Many venues have restrictions on decor, including candles, hanging items, or even confetti. Confirm any acceptable decor, as well as setup and teardown times. If something on your wish list isn’t permitted, it’s a great chance to channel your creativity and find an alternative, equally festive solution.
7. Is Audio-Visual Equipment and Tech Support Included?
Giving a speech or planning to show visual aids during your private event? You’ll need access to a screen, a projector, microphones, Wi-Fi, and other equipment. Prior to reserving a particular venue, you’ll want to inquire about audio-visual (AV) capabilities — if it’s included in the total cost or if there is an additional fee. Also, find out what level of tech support will be on hand during the event (confirm any extra charges for this service, as well). It’s a good idea to have knowledgeable staff at the ready to help troubleshoot any problems.
8. Where Can My Guests Park?
You’ll want to confirm parking availability — especially if it’s a venue with multiple events happening at once — before you agree to host your meeting or celebration at a particular space. (At SkyView Golf Club, we host just one wedding per day, so there’ll be no parking headaches.) Check whether there are valet services for guest use, as well as any potential fees for doing so. And don’t forget to ask about accessible parking.
9. Are There Noise-Level Restrictions or Time Limitations?
If you’re hoping to get a little wild out on the dance floor during your private event, then you definitely want to ask about potential noise restrictions. Some venues have curfews that dictate when any loud music has to stop. Also, be sure to note any setup or teardown time restrictions. Depending on your event’s timing, there could be another event just before or promptly after yours, so access to the room could be limited.
10. What Is Your Cancellation Policy?
Things happen, and sometimes, canceling or rescheduling your private event is necessary. Before you book, inquire about the venue’s cancellation policy. Is there a window of time in which you can still receive a refund for any money spent? Or is the deposit nonrefundable? Get the answer to these key questions now, so you won’t be left in the lurch later.
If you’re in search of a private event venue in the New Jersey area, prepare yourself with these top 10 questions to help make the process a little smoother. And don’t forget to schedule a tour at SkyView Golf Club — we’d love to show you how we can help make your next corporate event or party a success. Get in touch with us here.
