Event venue: a guide for pros

What customers ask, how to win the job, and what to put on your profile.

Offering event venue

You run an event venue for weddings, parties and corporate events. Clients want a space that suits their guest count, clear rules and staff who keep the day moving.

What customers ask

  • What is the maximum guest count for our style of event?
  • Can we bring our own caterer and decorators?
  • What is included in the booking, and what costs extra?
  • What are the rules for alcohol, music and decor?
  • Do you provide a coordinator on the day?

How to win the job

  • On the first call, ask for the event type, the guest count, the date, the hours and the style
  • Bring a layout of your spaces with the capacity for each seating style
  • Explain the vendor, food, alcohol and decor rules in writing before the client books
  • Put in the quote the space, the hours, the setup and cleanup window, the included items and the coordinator hours
  • Walk the space with the client and show the load in path, the kitchen and the restrooms
  • Share your insurance and approval requirements so the client can plan ahead
  • Confirm the cancellation and date change terms in the contract

What to put on your profile

  • Post photos of each space set up for different event styles
  • List the capacities for seated, standing and mixed events
  • Show the included items, such as tables, chairs, linens and kitchen access
  • Describe your vendor, food, alcohol and decor rules in plain language
  • Add the coordinator support you provide and what they do on the day

Follow-up that helps the customer

  • Offer a planning walkthrough for the client's next event
  • Suggest a seasonal date for a repeat event, such as an annual reunion or gala
  • Recommend a list of approved vendors the client can use
  • Share a post-event review of what worked for the client's next booking

Licenses and permits

Venues that host guests commonly need approval from the local building office for capacity and safety. Venues that serve food commonly need a health permit or food handler card from the local office that oversees food safety, and venues that serve alcohol commonly need a license or permit. Check each requirement before you take a booking.

Questions

How do I know my capacity is approved?

Check with the local building office and keep the approval on file. Post the capacity where guests and staff can see it, and do not book beyond it.

Do I need a license to host a private event with alcohol?

Alcohol service commonly needs a license or permit, even at a private event. Check the rules where the venue sits, and tell the client what is allowed.

Can clients bring their own alcohol?

Only if your venue rules and the local rules allow it. Write the rule in your contract and enforce it the same way for every client.

About this guide

This national guide is written and checked by infinibell. Rules and conditions differ by place, so local pros are credited on guides for the cities they serve, not on national ones.

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