Finalizing a venue contract

Confirm the venue terms in writing before committing to your event space.

Use a written agreement when you reserve a venue, pay a fee or deposit, or accept cancellation terms. Confirm every agreed term before committing to the space.

Confirm before signing

Review the agreement with your venue contact. Record the answers to these questions in writing.

Access and schedule

• What is the maximum occupancy for your event setup?

• When can your team, presenters, and vendors enter and leave?

• Does this include time for walkthroughs, rehearsal, setup, and breakdown?

• Who provides access, floorplans, and an emergency contact?

Setup and venue services

• Who sets up and removes A/V equipment, seating, and tables?

• Who is responsible for cleaning tables, trash, and recycling?

• Does the venue require or prefer specific food, A/V, or other vendors?

• What security measures or staff does the venue require?

Costs and cancellation

• What is the total cost, including taxes, service charges, and required staffing?

• What deposit is required, and when are payments due?

• What happens if you cancel, reschedule, or the venue cannot host the event?

• Who is responsible for damage to the venue or its equipment?

Insurance and final review

• Does the venue require event insurance? If so, confirm the required coverage.

• Confirm that accessibility needs, occupancy, and access hours match your event plan.

• Keep a signed copy of the agreement and your venue contact details.