TAKE THIS ON A VENUE VISIT

Ask a few things.
Make a good plan.

A practical checklist for a party, regular class or community get-together. The venue’s own hire conditions decide what is possible.

1. Your date and your people

• Is the exact room available on your date, for your intended activity?
• How many people are permitted for your seating, tables, equipment or dancing layout?
• Are there age restrictions, safeguarding arrangements or supervision requirements for your activity?
• Do you need a one-off slot or a recurring booking? Ask how future dates are confirmed.

2. Walk the route

• Check the entrance, step-free route, accessible toilet and any changes of level inside.
• Discuss specific access needs rather than relying on a map label.
• Ask about parking, unloading, public transport and the location of the entrance.
• Who opens the building, and what happens if your keyholder is delayed?

3. Check what comes with the room

• Tables, chairs, kitchen access, heating, Wi-Fi, sound equipment and storage may be separate.
• Check whether equipment is suitable and whether someone needs to demonstrate it.
• Ask about food preparation, outside caterers, decoration fixings and waste arrangements.
• Do not assume a kitchen is available, equipped or included in the price.

4. Time beyond the event

• Include arrival, furniture set-up, clearing down and cleaning in your booking.
• Check the finish time, noise conditions and who checks the building afterwards.
• Ask about emergency contacts, exits and the venue’s instructions for hirers.
• Discuss any permission, licence or insurance the venue says your activity needs.

5. A clear written cost

• Ask for the actual hourly/session rate, minimum hire, taxes and any extras.
• Separate refundable deposits from hire charges and ask when deductions can be made.
• Check payment deadlines, cancellation/change terms and recurring-hire arrangements.
• Keep a copy of the agreed room, date, hours, equipment, cost and conditions.

The directory does not inspect venues or verify hire offers. This checklist helps your conversation; it is not legal advice, a safety assessment or a substitute for the venue’s rules.