Ask for an event-specific proposal
Give the date window, expected attendance, hours, layout, food needs, music, accessibility, transport arrival, and desired services. Ask what is included, what is excluded, and which outside vendors are permitted.
- Request the actual event-space capacity and floor plan.
- List staffing, security, cleanup, and insurance requirements.
- Confirm weather alternatives for outdoor portions.
Review the obligation, not just the price
Read deposits, cancellation, damages, overtime, service fees, and authorized-signer terms. Record the exact document version approved by the appropriate officer. If the venue changes a term, update the comparison before signing.