Venue Contract Questions Checklist

Use this checklist when evaluating a venue. Get every answer in writing before you sign. Contracts that sound generous often contain hidden fees — this list catches them.

Venue: [NAME] Contact: [NAME & TITLE] Event date: [DATE] Reviewed by: __________ Date: __________

1. Total Cost — Itemized

• Base rental fee: $__________
• Security deposit: $__________   Refundable when? __________
• Cleanup fee: $__________ (flat or hourly? __________)
• AV technician fee: $__________ (included or additional?)
• Security / on-site staffing: $__________
• Insurance / liability fee: $__________
• Corkage / food-and-beverage minimum: $__________
• Other fees: __________
• Total all-in cost: $__________

2. Hours Included

• Event start time: __________
• Event end time: __________
• Load-in start time: __________
• Load-out end time: __________
• Fee for early access beyond included hours: $__________/hour
• Fee for late stay beyond included hours: $__________/hour

3. Outside Vendors

• Can I bring my own photographer? Yes / No
• Can I bring my own videographer? Yes / No
• Can I bring my own AV company? Yes / No
• Can I bring my own caterer? Yes / No
• Can I bring my own decorator? Yes / No
• If “No” to any — what are the in-house rates? __________
• Vendor markup or kickback required: __________

4. Deposit and Refund Schedule

• Deposit amount: $__________
• Deposit due date: __________
• Balance due date: __________
• What’s refundable, and when? __________
• Refund percentages at different cancellation windows: __________

5. Cancellation and Reschedule

• If I cancel more than X days out, what do I get back? __________
• If I reschedule (weather, emergency, illness), what’s the policy? __________
• If the venue cancels on me, what do I get back? __________
• Force majeure clause terms: __________

6. Insurance

• Is liability insurance included in the fee? Yes / No
• Required minimum coverage if I bring my own: $__________
• Must the venue be named as additional insured? Yes / No
• Is my insurance required to cover alcohol (if served)? Yes / No

7. Decoration and Setup

• Can I tape or adhere to walls? Yes / No (alternative: __________)
• Can I use helium balloons? Yes / No
• Can I use open flames / candles? Yes / No
• Restrictions on colors, logos, materials: __________
• Stage size / dimensions: __________
• Power outlets available (number, location): __________
• Can I hang a backdrop? Yes / No

8. Day-of Logistics

• Access route for contestants and families: __________
• Parking (capacity and fees): __________
• Bathrooms (quantity and location): __________
• Green room / dressing rooms (quantity and location): __________
• Is food/drink allowed backstage? Yes / No
• Wi-Fi access and password: __________
• Noise ordinance cutoff time: __________
• ADA accessibility confirmed: Yes / No

9. Red Flags to Review

After getting all answers above, ask yourself:

• Are there fees that would double the base price?
• Are there required vendors that lock me into specific companies?
• Is the cancellation policy one-sided (hard on me, soft on them)?
• Are there hidden minimums (food, beverage, guest count)?
• Does my timeline fit within the included hours without overage charges?

If you check more than two red flags, renegotiate or walk.

10. Sign Only After

• Contract language matches what was verbally agreed
• All fees are itemized in writing
• I have a backup venue identified
• My attorney has reviewed, if total contract exceeds $[THRESHOLD]

Notes:

Adapt to your market and event requirements. When in doubt, ask more questions in writing — silence is not agreement.