An event venue can look perfect in photographs and still create problems on the day. The useful question is not simply “Do we like it?” It is “Will this space work for our guests, programme and providers?”
Visit with your event plan in hand. Take photographs where the venue allows it, write down the answers and ask for important promises to be included in the booking agreement.
Is the date genuinely available?
Confirm the full date and the hours you are booking, including setup and pack-down. Ask whether another event is scheduled in the same venue or compound that day and how the spaces, parking and staff will be separated.
If you are holding more than one ceremony or moving between rooms, walk through the timing. Do not assume a room will be ready because it appears empty during your visit.
What is the usable capacity for your layout?
A venue's maximum capacity may not match the arrangement you need. Round banquet tables, a dance floor, buffet stations, a stage, camera positions and wide aisles all reduce the available seating area.
Ask the venue to show a layout for a similar guest count. Then confirm where these elements will go:
- guest tables and chairs;
- stage, lectern or ceremony area;
- dance floor and entertainment;
- buffet, bar or serving points;
- registration or gift table;
- photographer and video positions; and
- clear entrances, exits and walking routes.
What is included in the hire price?
Ask for an itemised list. “Venue hire” may include chairs and cleaning at one location but only the empty room at another.
| Area | Details to confirm |
|---|---|
| Furniture | Table sizes, chair type, quantities and setup |
| Linen | Colours, tablecloths, napkins and replacement charges |
| Power | Available sockets, generator or backup plan and usage limits |
| Sound and lighting | Installed equipment, technician and outside-supplier rules |
| Cleaning | Before, during and after the event |
| Security and parking | Staff numbers, parking capacity and traffic control |
| Extra rooms | Changing room, green room, kitchen, storage and prayer space |
Ask which items are compulsory extras and which you may source from your own provider.
When can your providers enter?
Decorators, caterers, rental teams, musicians and technical crews need realistic access time. Confirm the earliest entry, loading point, lift or stair access, vehicle restrictions and latest collection time.
Share these rules before booking your providers. A large decor installation may not be possible in a one-hour setup window, and late collection can attract venue or rental charges.
Are power, water and washrooms suitable?
Check the basics yourself. Ask which circuits can support catering or sound equipment, what backup power exists and who operates it. Find out where caterers can access clean water and dispose of wastewater.
Visit the washrooms. Consider the number of guests, cleaning during the event, water supply and accessibility. For an outdoor venue, ask how far guests must walk and whether the route is well lit.
What is the wet-weather and heat plan?
For an outdoor event, “we will see on the day” is not a plan. Ask what covered space is available, how quickly it can be prepared and whether moving indoors changes the guest capacity or layout.
Think about sun direction, ventilation, shade, muddy ground and wind as well as rain. If a tent is required, confirm who supplies it and whether the venue has approved setup locations.
What safety arrangements are in place?
Identify the exits, assembly point, fire equipment, security contact and route for emergency vehicles. Do not block exits with decor, tables or equipment.
The Ghana National Fire Service explains its fire certification process, including inspection and fire certificates or permits. Ask the venue which approvals and safety arrangements apply to the premises and your type of event.
For conference and event facilities, the Ghana Tourism Authority lists conference and event hall services as part of its licensing and standards work. The venue should be able to answer factual questions about its own status.
What restrictions affect your programme?
Ask about closing time, sound limits, live bands, DJs, alcohol, candles, confetti, fireworks, drones, wall fixings and outside food. Confirm any permit the venue expects you to arrange.
If the venue is near homes, a late programme may need a different sound plan. Tell your MC and entertainment team about the final closing time so they can build a realistic programme.
Can every guest use the space comfortably?
Check step-free access, ramps, lifts, accessible washrooms, nearby drop-off and seating options. Ask guests privately about needs you should plan for. Accessibility is easier to arrange before the floor plan and rentals are final.
Also consider older guests, children and anyone who may need a quiet area or shorter route between parking, ceremony and reception.
What are the payment and cancellation terms?
Read the agreement before paying. Confirm:
- the deposit and balance dates;
- whether a damage deposit is required;
- overtime rates;
- charges for cleaning, electricity or security;
- the date-change and cancellation rules; and
- what happens if the venue cannot host the event.
Ask for a receipt and keep the signed agreement with your event budget. If you agree on a special access time or included item, make sure it is written down.
Revisit before the event
Arrange a final walkthrough with the coordinator and key providers. Confirm the layout, power points, loading route, meal service, rain plan and contact person. Send the final programme to the venue.
That second visit often catches simple problems while there is still time to solve them.
Frequently asked questions
How many venues should we visit?
There is no perfect number. Shortlist spaces that meet your location, capacity and budget, then visit enough to compare the practical differences. Stop when you have reliable answers and a venue that fits the brief.
Should we book before the guest list is final?
You can work with a realistic range, but understand the venue's comfortable capacity for your layout. Avoid choosing a room that only works if many invited guests do not attend.
Who should attend the final walkthrough?
The event coordinator and any provider whose work depends on access or layout should attend or receive the notes. That commonly includes decor, catering, rentals and technical production.