15 Venue Questions Before Booking Entertainment
15 QUESTIONS TO ASK YOUR VENUE BEFORE BOOKING ENTERTAINMENT
Venues are brilliant… right up until you discover the loading bay is 200 metres away, the DJ has a 90dB cap, and rigging needs a specialist sign-off. This checklist stops the surprises — whether you’re booking a DJ, dance floor, lighting or full production.
Cheshire-based, working across London, Manchester & the UK
We plan around venue rules every week — access windows, sound limits, power, loading routes, permits and safety. For coverage, see Areas We Cover and our hub pages: Cheshire • London • Manchester.
DJ + dance floors + production — coordinated as one plan, not three separate headaches.
Tip: copy/paste these questions into an email to your venue coordinator. A 5-minute reply can save hours (and money) later.
What you’ll get from this checklist
The goal isn’t to “interrogate” your venue — it’s to get the practical info your suppliers need so your entertainment and production runs smoothly on the day.
- Avoid access + loading surprises
- Confirm power + cable routes early
- Prevent sound-limit drama mid-party
- Lock in timings for setup & flips
- Make rigging + lighting rules clear
- Get sign-off on safety + paperwork
Jump to the section you need
The 15 questions (UK venue checklist)
Ask these before you pay deposits for entertainment or production. You’re looking for specifics — not “should be fine”.
Access & loading (Questions 1–4)
The quickest way to wreck a timeline is unclear access. These questions protect setup time and reduce crew hours.
1) Where is the loading bay — and how close is it to the room?
Ask for the route in plain English (and photos if possible). Distance + stairs + lifts changes manpower and timing.
2) Do we need a booked time slot for load-in and load-out?
Some venues allow a narrow window (especially in city centres). Slot restrictions can affect how early suppliers arrive.
3) Are there any lift dimensions or weight limits?
Dance floors, speakers and lighting cases can be bulky. Lift size matters more than you’d think.
4) Can suppliers park on-site, and for how long?
Confirm permits, height restrictions, ANPR rules, and whether the van can stay during the event.
Power & cabling (Questions 5–7)
“There are sockets” is not a power plan. You want location + capacity + what’s already sharing the circuit.
5) Which sockets can we use, and where are they in the room?
Get a rough plan or photos. This helps us route cable runs safely and keep everything tidy and discreet.
6) Are the circuits dedicated, or shared with catering / bar / house lights?
Shared circuits can trip when everything kicks in. Dedicated power keeps entertainment stable.
7) Do you allow cable ramps or taping — and what’s your preference?
Every venue has a “house way” of doing it. Agreeing this early keeps floors safe for heels and high footfall.
Bonus: Is there a hard stop on extension leads or multi-plugs?
Some venues ban certain setups. Better to know now than discover it during setup.
Sound limits & cut-off (Questions 8–10)
Sound policies vary wildly. A great DJ set can still get shut down by a venue policy you didn’t ask about.
8) Is there a decibel limit — and how is it measured?
Ask where the meter sits, the limit (if any), and whether there’s an in-house monitor.
9) What time must music stop (and what time is “lights up”)?
Some venues have a “stop” time and a separate “out of the room” time. That affects last song and pack-down.
10) Are there restrictions on bass, subwoofers or DJ booth position?
In some rooms, bass carries. Placement and system choice can be the difference between “party” and “complaint”.
Bonus: Can we sound-check before guests enter?
A short sound-check avoids a frantic “fix it live” moment when the room fills up.
Rigging, lighting & ceiling rules (Questions 11–12)
This is where venues get strict — and understandably. Ask early so lighting plans don’t get blocked late.
11) Can anything be fixed to ceilings, beams or walls?
Confirm what’s allowed for lighting, drape, signage and effects — and what is absolutely banned.
12) Do you require an approved rigging company or in-house technician?
If approval is needed, it changes the plan. Knowing the process early avoids delays and extra fees.
Timings & room flips (Questions 13–14)
When the room is accessible is often the entire pricing story. Crew time is the cost driver.
13) What time can suppliers access the room (real time, not “should be”)?
Ask for a confirmed access time and whether there are multiple rooms / staging areas.
14) Is there a room flip, and who controls that schedule?
If you’re flipping from ceremony to dinner to party, confirm who calls the shots and what the hard deadlines are.
Paperwork, safety & approvals (Question 15)
This is the boring bit that stops events getting blocked. Handle it early and everything runs calmer.
15) What paperwork do you require from suppliers — and when is the deadline?
Ask what they need (PLI, PAT, RAMS, risk assessments, method statements), who to send it to, and how far in advance. If you have a venue portal, get login details early.
Email this to your venue (one click)
Press the button to open a pre-filled email. Or expand the text and copy/paste if you prefer.
Send the checklist to your venue coordinator
Fastest way to get answers: send one tidy message, then forward the reply to your suppliers.
Show the email text (copy/paste)
Hi [Venue Name] team, Could you confirm the following for our entertainment/production suppliers: 1) Loading bay location + route to room (photos welcome) 2) Load-in/load-out time slots (if applicable) 3) Lift size/weight limits and stairs on route 4) Supplier parking/permits/height restrictions 5) Usable sockets + their locations in the room 6) Whether power is dedicated or shared with catering/bar 7) Cable ramp/taping rules (your preferred method) 8) Any decibel limits + where/how measured 9) Music stop time + room clear time 10) Restrictions on bass/subs/DJ booth placement 11) Rigging/fixings permitted (ceilings/walls/beams) 12) Any required approved rigging/technician sign-off 13) Confirmed supplier room access time 14) Room flip details + who controls the schedule 15) Required paperwork (PLI/PAT/RAMS) + submission deadline Thanks!
Next steps (so this stays easy)
Once you’ve got venue answers, booking becomes simple: we match the DJ, dance floor and production plan to the room, access and timings — and everything turns up ready to run.
Quick links that help planning
These are the pages people usually need right after they’ve confirmed venue rules — services, coverage, and location hubs.
Real-world installs across weddings, awards nights, HQ launches and brand events — planned around venue rules so everything runs smooth.
FAQ
When should we ask the venue these questions?
Before you pay deposits for entertainment or production. Venue rules can change supplier requirements, setup time and sometimes what’s possible in the room.
What’s the biggest “hidden” cost driver?
Access and timing windows. A long carry, restricted load-in slot, or late room access can add crew hours and compress setup time.
Do venues really enforce sound limits?
Many do — especially in city centres or near residential areas. Always confirm the decibel policy and how it’s measured.
What paperwork do venues usually want from suppliers?
Common requests are PLI, PAT and RAMS (plus any venue-specific forms). Ask for deadlines early so nothing gets held up.
Can you help us speak to the venue about requirements?
Yes. Share the venue contact and we can outline access/power/timing needs for your DJ, dance floor and production so the plan is clear.