Must-Ask Venue Questions Before You Book from a Nonprofit Event Planner

Avoid hidden fees, access issues, and last-minute surprises with this essential checklist.

Planning a fundraising event can be exciting—but let’s be honest, it can also feel overwhelming.

One of the biggest decisions you’ll make is selecting the right venue. And while it’s easy to fall in love with twinkle lights or skyline views, the real question is:

Can the space support your program, your guests, and your bottom line?

As a nonprofit event planner, I’ve seen firsthand how the wrong venue can derail even the best-laid plans—and how the right venue can make all the difference. That’s why I created this must-ask checklist—designed especially for nonprofit leaders, development teams, and first-time event planners.

General Logistics

• What is the venue’s capacity? (Seated vs. standing)

• Are there spaces available for production offices or green rooms?

• What exactly is included in the rental fee? Are there hidden or extra fees?

• When can vendors load in and out?

• Can you bring in your own vendors, or must you choose from a preferred list?

• Are tables, chairs, linens, or uplighting included?

• Are there additional fees for staffing (security, cleaning, overtime)?

• What’s the cancellation or reschedule policy?

• What happens if your event runs past the rental window?

• Where is the loading dock—and how accessible is it?

• Any restrictions on signage or décor?

• Are there noise restrictions or curfews?

Accessibility

• Is the venue ADA-compliant, including entrances and restrooms?

• Are there accessible parking spots or will you need to arrange valet or shuttles?

• Can seating be added to non-seated areas for guests who need it?

• Is there amplification throughout the space?

• Are the chairs comfortable and inclusive for all guests?

• Is there a designated quiet space for guests who may need a sensory break?

Food & Beverage

• Can you bring donated food or wine?

• Are there fees for using an outside caterer?

• What is the corkage fee?

• Are passed drinks allowed—and under what conditions?

• Can food and drinks be served in all areas?

• What certifications do the venue’s servers hold?

• Is a kitchen available for use?

• Do they offer a bar or bartending staff?

Audio/Visual & Program Needs

• Is there an in-house AV manager?

• Are there union requirements or tech restrictions?

• Can you bring in your own AV team?

• Does the venue provide equipment like a sound system or podium?

• Is there dedicated WiFi, or will your AV team need to supply it?

Ready to book the right venue?

I hope this list helps you ask smarter questions and feel more confident in your venue search. If you’ve had a venue surprise—or a hidden gem—I'd love to hear about it!

And if you're looking for support getting answers to these questions—or want someone to walk this path with you—I'm here to help. From one-time consultations to full-scale event production, our team is ready to make your next event seamless and successful.