5 Questions to Ask Before Booking an Event Venue

Whether you’re planning a wedding, conference, fundraiser, or gala, choosing the right venue is one of the biggest decisions you’ll make. Most people don’t book event venues every day. But venue coordinators do work with them every day. Asking the right questions early can help you avoid unexpected costs, simplify planning, and ensure the venue is the right fit for your event.

Here are five important questions to ask before signing a venue contract, along with how we answer them at Scott Conference Center.

1. What’s Included in the Rental Fee?

One of the first questions you should ask any venue is what’s included in the rental fee and what you’ll need to provide yourself. Some venues have a lower rental fee but require you to rent linens, tables, chairs, dinnerware, or staffing separately. Those costs can add up quickly.

Scott Conference Center Includes:

• Room setup and teardown
• Black, white, or ivory lap-length table linens
• Cloth napkins
• China, flatware, and water glassware
• Select in-house décor
• Complimentary Wi-Fi
• Complimentary parking
• Service staff
• An event manager on-site throughout your event

Wedding rentals also include:

• Cake cutting service
• Dance floor
• Draping and chandelier package
• Uplighting

Knowing what’s included allows you to compare venues accurately and budget more effectively.

2. Are There Any Additional Fees or Hidden Costs?

No one likes surprises when the final invoice arrives. Before booking, ask for a detailed estimate that outlines all expected charges, including service fees, staffing costs, AV expenses, setup fees, and catering minimums.

Scott Conference Center’s Approach

We believe in transparent pricing. We’re happy to provide an estimate before you book so you can understand the full investment upfront. The goal is simple: no surprises. Any changes to your final invoice should come from decisions you make during the planning process.

3. Who Handles Setup, Teardown, and Cleanup?

This question can save you a tremendous amount of stress. Some venues require clients, family members, or vendors to set up tables and chairs or stay late to clean up after the event.

Scott Conference Center’s Approach

Our team handles:
• Table and chair setup based on your approved floorplan
• Linen and place settings
• Additional event tables (check in, auction, displays, etc)
• Stage setup
• Dance floor setup
• Event cleanup

Throughout the event, our service staff clears tables and manages venue cleanup. Your responsibility is simply to take home any personal items or decorations you brought with you. For weddings, we even repack décor items and make them available for pickup the following day.

4. Are Outside Vendors Allowed?

Every venue has different policies regarding outside vendors, so it’s important to ask before making deposits with photographers, DJs, caterers, or décor companies.

Scott Conference Center’s Approach

Clients are welcome to bring their own:
• DJs and musicians
• Entertainment vendors
• Photo booth companies
• Decorators

Food service is provided exclusively through Scott Conference Center, and bar service is managed through our exclusive beverage partner.

Outside desserts are welcome as long as they come from a licensed bakery or approved cottage baker. Wedding rentals include cake plates and forks. For other events, additional dessert service items may incur a fee.

5. How Many Guests Can the Venue Accommodate?

Capacity isn’t just about fitting people into a room. You’ll also need to consider dance floors, stages, buffet lines, auction displays, and other event elements.

Scott Conference Center Capacity Guidelines

• Up to 500 guests for a ballroom event without a dance floor
• Up to 450 guests for events with a dance floor
• Up to 350 guests for galas utilizing a separate auction space
A venue should help you determine not only what can fit, but what will feel comfortable and functional for your guests.

Ask Questions Early

The more information you gather before booking, the easier your planning process will be. Understanding venue inclusions, pricing, vendor policies, setup responsibilities, and guest capacity can help you make an informed decision and avoid unexpected challenges later.

At Scott Conference Center, we’re always happy to answer questions, provide estimates, and help clients build an event budget that works for their goals. Whether you’re planning a wedding, conference, fundraiser, or corporate event, our team is here to help every step of the way.