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10 Questions to ask when booking a Venue

So you’re having an event?

You’ll need a venue in Melbourne to host it!

The latter we can help with really quickly… 3 easy ways!

1). Check out our Unique Spaces list of venues.

 

2). Search via our Function Venues section

 

3). Email or Contact Us about your event.

 

So you’re ready to start wheeling and dealing with some venues.

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1). Is the function room available on my desired date?

Obvious, yeah. But if you are limited to a specific date, save time by asking this first so you don’t spend valuable time talking to function venues that doesn’t have availability. Also keep in mind, if they are booked on that date maybe ask for a discount to move it to another day, ie midweek or on a Sunday.

 

2). What are the capacities for the different function rooms available?

Make sure that the space will suit the amount of people that are attending. You don’t want 30 people in a warehouse and 200 people in the back room. I’d make sure that capacity is around 30% bigger than the amount of people attending.

 

3). Is the function room closed off from the rest of the venue?

Sound pollution can be a big factor if you’re trying to give a speech and there’s House music pumping in the next room. See if it’s closed off, or ask what is happening in the rest of the venue at that time.

 

4). How accessible is the entrance to the venue?

Most people don’t want their guests to be walking through say a restaurant before getting the function room so ask if there is a designated entrance. Also keep in mind if you have any ability challenged attendee’s to ask if the venue is wheelchair or disability friendly.

 

5). Do you have set food and beverage packages?

Some venues will let you tailor your own drink and food items however others may make you stick to set packages. Either way they will be able to provide you with a list of itemised options.

 

6). Do you allow BYO drinks or food?

To be honest most venue’s wont unless you are doing a sponsored event. Thank being said it doesn’t hurt to ask as you may be able to save a bunch of money by going to Dan Murphy’s or getting Gran to whip up a bunch of brownies.

 

7). Parking?

Is there parking onsite? if not, what are the other options?

 

8). Access prior to the event?

If you need to set up A/V or anything special the venue prior to commencement ask when you are able to do so. Keep in mind the venue may be closed before you’re event actually starts. Therefore be sure to organise a bump in time.

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9). Is there a designated function coordinator?

Most function venues in Melbourne will have a designed function coordinator that will assist from viewing the venue to the actual execution of the event. But they may not actually be there on the night! Therefore its worthwhile asking the question to make sure they will be there to make sure everything goes smoothly.

 

10). Are there any cancellation fees?

Most venues in Melbourne will give you a Function room hire agreement outlining all the details on booking the venue. Be sure to read over this agreement and if necessary ask them to amend it if you are not comfortable with something.

 

Now the venue will probably ask you a few questions so to not get caught off guard here’s what they’ll probably ask.

–    Do you have a desired date in mind for your event?

–    How many people will be attending?

–    Is it a sit down or stand up event?

–    Are you looking to serve food and beverages?

–    Do you have a budget in mind?

 

That’s it from us at [HPSS] if you have any questions please don’t hesitate to CONTACT or EMAIL US and we’ll endeavour to help in whatever way we can.

Click the banners below to view the function venues in Melbourne that [HPSS] recommends.

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