How to find the perfect event venue: 10 questions you must ask the provider

Planning your next summer party or an important conference and feeling swamped by the choice of venues? Plenty of event planners know the feeling: the photos on the website look dreamy, but when you visit, disappointment sets in. To make your 2026 event a complete success and spare you any nasty surprises, we’ve put together a checklist for your venue visit.

Choosing the right venue is often half the battle when it comes to a successful event. But appearances are often deceptive. While a venue may look impressive at first glance, the pitfalls tend to lie in the details – whether that’s the technical facilities, hidden costs or inflexible cancellation terms. With planning for spring and summer events currently in full swing, it’s crucial to ask the right questions before you sign the contract.

In this post you’ll find out which critical points you need to clear up so you can plan with confidence and leave a lasting impression on your team.

1. What are the technical facilities and acoustics like?

One often underrated factor that sets the mood is room acoustics. Studies show that poor acoustics can significantly raise stress levels and reduce concentration. Nothing wears your guests out like an echoey room where every conversation is hard work.

Ask these specific questions:

• Is sound and lighting equipment included in the hire price, or must we use a designated supplier?
• What is the Wi-Fi bandwidth (especially important if the event includes online participation)?
• Are there noise restrictions for the outdoor area from 22:00?

2. What are the bad-weather options, really?

Summer 2026 will surely be sunny – but don’t bet on it. A dreamy terrace is little use when a sudden thunderstorm sends 100 guests scrambling into a cramped corridor.

So find out:

• Is there a suitable indoor space reserved exclusively for you?
• Are tents or canopies available and can they be put up at short notice?
• How quickly can the catering be moved from outside to inside?

3. How flexible is the catering?

Food stirs emotions. But rigid set menus are a thing of the past. The trend is clearly towards regional, sustainable and inclusive options. According to a WWF study, a meat-based dish causes significantly more greenhouse gas emissions than a vegetarian alternative. Modern caterers need to address this.

Dig deeper:

• Must we use a designated caterer, or can we bring in outside suppliers, such as food trucks?
• How are dietary requirements (vegan, gluten-free, halal) handled?
• Are leftovers put to good use, for example through partnerships with “Too Good To Go”?

4. Is the venue really accessible?

Inclusion isn’t a “nice-to-have”; it’s a must for modern company culture. Sadly, “accessible” often just means there’s a ramp somewhere.

Check carefully:

• Are there accessible toilets on the same level?
• Can all event areas (including the stage or the garden) be reached without steps?
• Are there parking spaces for people with disabilities in the immediate vicinity?

5. What hidden extra costs should we expect?

The budget is often the biggest bone of contention. Quotes look cheap at first glance – until the final bill arrives. The Verband für Medien- und Veranstaltungstechnik (VPLT), the German association for media and event technology, regularly points to rising staff costs, which are often charged according to the work involved rather than at a flat rate.

Ask about the small print:

• Are cleaning, electricity and water included in the flat rate?
• Are there extra charges for service staff working at night?
• Do we have to pay extra to use the existing furniture?
• What are the GEMA fees (GEMA is Germany’s music rights society) if we have no live music and only background music is playing? (The GEMA tariff calculator often helps here.)

6. How sustainable is the venue?

From 2026, many companies will have to report on sustainability (CSRD). Your venue feeds into your carbon footprint. A study by the Federal Ministry for the Environment (BMUV) defines sustainable events as those that give equal weight to environmental, social and economic aspects.

Key indicators:

• Does the venue use green electricity?
• Is there a plan to prevent waste (using reusable rather than disposable items)?
• Is it realistic for guests to arrive by public transport?

7. What exactly are the cancellation terms?

The last few years have taught us that flexibility is worth its weight in gold. Standard contracts often impose high cancellation fees even when you cancel months before the event.

Negotiate:

• What’s the deadline for cancelling or postponing free of charge?
• Are there special clauses for force majeure or pandemics?
• Can we still reduce the number of participants at short notice (e.g. up to 48 hours before)?

8. Are other events taking place at the same time?

Nothing breaks people’s concentration at a conference like a loud wedding in the room next door. Having the space exclusively to yourselves is a key factor in making everyone feel comfortable.

Find out:

• Are other events taking place at the same time?
• If so, how do you keep the events physically separate and prevent noise carrying between them?
• Will we share the toilets, cloakroom or outdoor area with other groups?

9. Does the atmosphere suit what we want to achieve with our event?

Our surroundings shape how we think. The research on “enacted cognition” suggests that the physical environment directly influences our cognitive processes. A creative workshop in a sterile conference room will produce fewer ideas than one in an inspiring setting.

Consider:

• Does the room suit the purpose (e.g. team building or a strategy meeting)?
• Can the room be darkened (for presentations) or flooded with daylight (for energy)?
• Is there enough space for the more active parts of the event, such as team-building activities?

10. How easy is it to get to, and what’s the parking like?

The first impression is made on arrival. If your guests have to spend 20 minutes looking for a parking space, the mood has hit rock bottom before anyone has said hello.

Check:

• How many parking spaces are available right at the venue?
• Is there a charge for parking?
• How far is the walk from the nearest station or stop?

The verdict: asking costs nothing – wrong answers do

Thorough preparation and asking the awkward questions will protect you from budget overruns and organisational chaos. Use this checklist for your next site visit. Once the basics are right, you can concentrate fully on what really counts: an experience your team will remember.

Found the perfect venue but still need ideas for activities to go with your event? Whether it’s a cool industrial hall, a castle or your own company premises, we bring every space to life. Explore our creative activities for your next event and let’s plan it together!