Private Events

Ten Important Questions to Consider When Venue Shopping

Finding the perfect venue for your event is one of the most important decisions you’ll make when planning a celebration, whether it’s a wedding, corporate event, or a large party. But with so many options out there, narrowing it down can be overwhelming. To help simplify the process, our private event specialists compiled a list of ten key questions you should ask yourself (and the venue) before making your final choice!

What’s Your Budget?

Before you start touring venues, it’s important to establish a clear budget. The venue can take up a significant portion of your overall costs, so knowing what you’re willing to spend will help you narrow down your options. Be sure to factor in not just the rental fee, but also any additional costs for things like catering, decor, and service charges. Our Private Events team has a wide variety of preferred contacts to help you choose the best (and most cost-effective) options for your next event.

 

What’s the Expected Guest Count?

Every venue has a different capacity, so knowing how many people you’re expecting is crucial. Overcrowding can lead to discomfort, while a venue that’s too large might feel empty and less inviting. With four unique space options to choose from, you’re sure to find the perfect fit for your next event at Rhinegeist!

Is the Venue Accessible to All Guests?

Accessibility is key when selecting a venue, particularly if you have guests with mobility challenges. Is the venue wheelchair accessible, and are there ramps or elevators if needed? Also, check the accessibility of the bathrooms, parking lot, and any other areas your guests may need to access. Ensuring that everyone can easily navigate the space will contribute to a more inclusive and enjoyable event.

 

What’s Included in the Rental Fee?

When considering a venue, it’s essential to know exactly what’s included in the rental fee. Does the venue provide tables, chairs, linens, and dinnerware, or will you need to rent those separately? Our team is very transparent about included amenities, and our main goal is to find the best fit for your group, while hopefully saving you as much money as possible!

 

Are There Parking Accommodations?

Parking can be a make-or-break factor for your event. Is there ample parking for your guests? Is the parking free or will there be a charge? From free adjacent lots to additional valet options, Rhinegeist has you covered!

 

When Can You Arrive to Set Up, and How Late Can You Rent the Venue?

The timing of your event setup and teardown is another crucial detail. How early can you arrive to set up decorations, seating, or other elements of your event? Will you have enough time before guests arrive to get everything in place? Having an on-site private events team means that you always have someone present and on your side at Rhinegeist!

Is There a “Getting Ready” or “Holding Space” Available Before the Ceremony?

If you’re hosting a wedding or another event where you or your guests will need to get ready beforehand, check if the venue has a designated getting ready space. For weddings, having a private space for the couple to prepare and relax before the ceremony can make all the difference. Some venues offer separate rooms for this purpose, while others may not, so it’s important to ask and plan ahead.

 

Choosing the right venue is about more than just finding a pretty space—it’s about ensuring that the venue meets your practical needs and fits within your budget and vision. By asking these ten important questions, you can avoid surprises and ensure your event goes off without a hitch. Contacting a member of our on-site private events team is quick, easy, and can save you a lot of stress when planning your next event! Reach out to a member from our team now to start exploring options. Have any additional questions about venue shopping? Contact us!