10 Venue Booking Mistakes That Could Ruin Your Event (And How to Avoid Them)
When it comes to planning a successful event—whether it’s a workshop, retreat, launch party or networking evening—choosing the right venue can make or break the experience.
The truth?
Many event organisers focus on the big-picture vibe of a space, but overlook small (but critical!) details that can cause major stress on the day.
If you’re in the middle of planning or thinking about hosting your first event, make sure you avoid these 10 common venue booking mistakes—so your event runs smoothly from start to finish.
1. Not Asking About Hidden Costs
That beautiful venue might look perfect, but what’s included in the price?
Ask about:
Cleaning fees
Parking charges
Audio visual equipment hire
Security costs
Always ask for a detailed breakdown in writing so you can budget properly and avoid surprise expenses.
2. Ignoring Accessibility Needs
It’s easy to forget about access if it doesn’t affect you personally—but it matters to your guests.
Does the venue have:
Step-free access?
Accessible toilets?
Clear signage?
Make sure your venue is inclusive and welcoming to everyone.
3. Not Considering Lighting and Acoustics
Poor lighting can ruin the atmosphere. Bad acoustics can make speakers hard to hear or create echo.
Visit at the same time of day your event will take place and test the sound system if you’re using one.
4. Booking Without a Walkthrough
Photos online don’t always show the full picture.
Always visit the venue in person before you book—or at the very least, ask for a live video tour.
5. Forgetting to Check Capacity and Layout
Your guest list might fit the venue on paper—but will it feel comfortable?
Check the space for things like seating arrangements, breakout areas, and networking flow—not just how many chairs can fit in a room.
6. Assuming Wi-Fi and Tech Are Included
Don’t assume the venue comes with reliable Wi-Fi, projectors, or microphones.
Ask what’s provided and test it if you can—especially if you’re live streaming or using tech-heavy presentations.
7. Overlooking Parking and Transport Links
Is the venue easy to get to? Will your guests be driving, commuting, or flying in?
Include travel and parking instructions in your event info so guests feel confident arriving.
8. Not Reading the Fine Print
Some venues have tricky cancellation terms, strict timing rules, or limitations on outside catering.
Read the contract carefully before paying your deposit.
9. Forgetting About Branding and Decor Restrictions
You might plan to bring your own signage, flowers or decor—but is that allowed?
Check what you’re allowed to bring in (and what you can hang, tape, or stick to the walls).
10. Not Asking Enough Questions!
This is the biggest one of all—not knowing what to ask.
There are so many small details that can make or break your day. That’s why I’ve created a resource to help you plan with confidence.
Download your free copy of “Questions to Ask Before Booking Your Event Venue” and plan like a pro—without the stress.
Whether it’s your first event or your fifth, this guide will help you avoid costly mistakes and host with confidence.
You’ve got the vision—now it’s time to choose a venue that supports it perfectly.
