What to Ask Before Booking a Venue

It’s easy to focus on how a venue looks or what it costs, especially when planning an event. But the real challenges often come from practical details that aren't obvious in the photos or brochure.

Whether you're putting together a school showcase, fundraiser, product launch or awards night, here are some key questions worth asking before you confirm the booking.

What power is available, and where is it located

Ask whether three-phase is available and if it's close to the stage or event area. Even with smaller events, having only standard outlets in the wrong spot can sometimes limit your AV setup or cause delays.

What are the bump-in and bump-out access times

Some venues have strict timeframes for setup and pack down. Make sure the available access suits your production needs. It's also worth confirming whether early or late access can be arranged if needed. We usually require three hours before doors open to bump in events.

What is the loading access like

Consider where vehicles can unload, how far it is to the event space, and whether there are lifts, stairs or ramps involved. If suppliers are carrying gear long distances or upstairs, it can slow everything down and increase labour costs.

Are there any noise restrictions or local regulations

This is especially relevant for outdoor spaces or multi-use venues. Ask if there are decibel limits, curfews or nearby residential zones. These factors can directly impact your run time or AV design.

Is rigging available or will we need to bring it in

If your event includes lighting, projection, signage or drape, check whether the venue has fly points, truss or in-house rigging options. If not, ground support may be needed which affects floorplan and budget.

What equipment and furniture are actually included

Clarify whether the venue includes staging, lecterns, basic AV, tables, chairs or Wi-Fi. Some venues appear cost-effective until you realise you’re hiring in half the infrastructure.

Who will be on site during the event

Make sure you know the name and number of the venue contact who will be physically present during bump-in and the live event. On-site support makes a big difference if anything changes or needs troubleshooting.

Is the room suitable for AV

Venues with lots of glass can make projection difficult, depending on the time of day. High ceilings or wide spaces may need more audio coverage. Odd shapes or heavy carpet can affect acoustics. If you’re unsure, arrange a walkthrough with your AV team.

Once you’ve gathered these details, we recommend sending them through to your AV supplier as early as possible. At Sidestage, we often help organisers identify technical limitations before they become problems. Sharing this information early means we can flag any access challenges, power concerns or venue quirks and plan accordingly.

We are always happy to come attend a site inspection with you, to offer you practical advice on whether your ideas, budget the venue are a match! Just contact us and we'll make the necessary arrangements!