essential questions to ask your gala venue
What to Ask Your Gala Venue | A Comprehensive Checklist
Planning a fundraising gala is an exciting endeavor, but it can also be a complex and daunting task. One of the most critical decisions you'll make in the planning process is selecting the perfect venue. The venue sets the stage for your event and can significantly impact the overall experience for your guests and donors. To ensure that you choose the right venue and cover all the necessary details, we've compiled a comprehensive checklist of questions to ask your gala venue. From logistical considerations to food and beverage options, this checklist will help you navigate the venue selection process with confidence and ease, ensuring that your gala is a resounding success from start to finish
General
Obtain floorplan/diagram for seating chart.
Determine max guest capacity of each space.
Confirm number of tables and chairs per table required.
Inquire about availability of tents, fans, heaters, and umbrellas.
Verify any restrictions on decor.
Understand how all lighting is controlled.
Assess AVL (Audio, Visual, Lighting) needs.
Check availability of monitors for scrolling content and content sharing options.
Determine WiFi options, speed, and access details.
Confirm electricity needs and access points.
Establish access times for set-up and tear-down.
Identify storage options before and after the event.
Request prep rooms for volunteers, band, and auctioneer.
Inquire about meals for volunteers, auctioneer, and band.
Determine restroom locations and capacities.
Request day-of timeline for room set-up.
Equipment and Rentals
Determine if tables, chairs, and other items are provided or need to be rented.
Specify sizes, heights, and quantities of tables and chairs.
Confirm availability of bistro tables for cocktail hour.
Discuss options for check-in and check-out tables.
Select linen options for tablecloths and napkins.
Assess availability of glassware, including champagne glasses.
Inquire about AVL equipment, table sign holders, easels, and wine chillers.
Confirm availability of stage with steps and dance floor.
Discuss bar arrangements, including number, appearance, and operation.
Food & Beverage
Schedule tasting appointment and understand timing.
Determine if salads and desserts will be pre-set and when.
Discuss process for accommodating dietary restrictions.
Establish deadline for final headcount and process for adding guests.
Request detailed timeline for dinner service.
Confirm logistics for champagne toast during dinner.
Discuss options for bringing in wine, liquor, and food, including any corkage fees.
Understand billing process for food and beverages.
Inquire about passed champagne and appetizers during cocktail hour.
Confirm number of bartenders and bar opening/closing times.
Discuss wine and liquor options, including selections for open bar, cash bar, and tokens.
Determine if wine and champagne will be on dinner tables and replacement process.
Understand deposit requirements and final billing procedures.
Valet, Parking & Ride Share
Confirm availability of sufficient attendants for valet parking.
Inquire about dedicated ride-share drop-off and pick-up points.
Discuss whether valet parking is paid or complimentary.
Determine if VIP guests can be provided with passes.
If Venue is a Hotel
Inquire about availability of discount codes for guests.
