Top Questions to Ask When Touring NYC Event Venues

Hosting major NYC events can be exhilarating and petrifying. The great news is that there are over 600 event-specific NYC venues to choose from around the city. The bad news is there are over 600 places to filter through!

Fret not. If there is one thing event planners excel at, it’s refining, sorting, and, well, planning! These venue vetting questions will assist in pairing down and honing in on the perfect venue for your event.

Know Your Event Goals First

Step one, as our 80's rock friends New Order asked, “How does it feel?” The one thing that draws someone to an event and leaves them anxious for the next one is how it made them feel. The atmosphere of a venue plays an integral role in the emotional experience of the attendees.

So, the first question is not for the venue, but for you, the event planner: “What is the resounding emotional experience you want to provide?”  The most intricately planned and elaborately executed events don’t hold a candle to the most inviting, comfortable, exhilarating, inspiring, rejuvenating… events. A charitable event? People should feel sympathetic and moved. An awards ceremony?
People want to leave feeling appreciated and grateful. Leadership training? Motivated and inspired! Peg your central purpose for this event, and the associated feeling, and let this be your anchor in all future decisions.

Now that we’ve honed in on our “why,” the “where” is much more straightforward. Here are the most important questions to ask potential venues.

To make the process of selecting a venue even more streamlined, these questions are listed in order of importance as well as broadness. They are simplified to eliminate erroneous questions while opening dialogue for more fine-tuned questions to be addressed as needed.

Venue Accessibility Considerations

1. What is the proximity to airports, hotels, parking, and local transportation?

2. Are there nearby construction projects that would impede venue access?

3. What are the accessibility accommodations for ADA, multilingual, pregnancy/lactation, etc.?

4. What is the capacity for attendees?

5. Is the venue permitted for food or alcohol?

6. Are there other permits required of the business hosting the event?

7. Are there food or lodging accommodations on site?

8. When are the available booking dates and times? 

9. Can the venue support this specific type of event?

10. Is there a list of approved or restricted vendors to work with?

11. Who will be the main point of contact before and during the event? (Promptly and kindly connect with this person as your right hand for coordinating with the venue.)

Fitting the NYC Venue into Your Budget

1.  What are the itemized costs of renting the space, equipment use, staff services, audio and visual components, furnishings, insurance, and any additional services provided, such as catering and valet?

2.  What are the required deposits, payment schedule, and cancellation/change policies?

3.  Are there any bundles or discounts available, such as using multiple services, booking off-peak dates or times, repeat customers, cross-promotion marketing, service personnel discounts, etc.?  

4.  Are there non-up-front fees? Such as gratuity or overtime charges?

Peace of Mind in Coordinating Guest Safety 

1.  What security is offered on-site and outside the perimeter?

2.  What is the proximity to urgent health centers and law enforcement?

3.  What are the various emergency & evacuation protocols?

4.  What insurance is provided, and what does it cover?

Finding the Venue with Aesthetics and Layout to Match Your Event

1.  What is the layout of the main event space and surrounding areas, including bathrooms, entrances, coast closets, and lounges?

2.  Will there be shared spaces with other simultaneous events?

3.  Will there be noise disturbances from bordering events or businesses?

4.  What are the adjustable and non-adjustable layout options, such as seating, dining, dancing, or a stage?

5.  What is the stationary decor and vibe of the venue? (Request photos).

6.  What furniture and decor can the venue provide, and what is allowed to be brought in?

7.  What audio and visual elements are available at the venue, either in-house or brought in? 

Further Reading: Learn more about how to make your event entertainment fantastic!

Additional Homework for Your Venue-Hunting Journey

Once you have vetted your most likely NYC venue candidates, put on your detective hat and give these venues a background check:

1.  Seek venue reviews, online and from colleagues.

2.  Ask the NYC venue for past client referrals and photos or posts of previous events.

3.  Search whether there is a history of disasters or crime in or near the venue.

4.  Take a tour in person before booking the venue. 

Congratulations! You’ve conquered the cumbersome process of NYC event venue selection. The great news is that you have a well-cataloged list of feasible venues for all your future NYC extravaganzas! Keep this list handy so you never miss an important consideration when choosing a venue. And meet some of the best, most impressive event venue partners at The Event Planner Expo 2025. Hundreds of the top hospitality brands and NYC venues assemble for this three-day conference - and it’s where you can find the high-profile event partners you need to elevate all your event experiences.

You might have missed The Event Planner Expo 2024, but you can get on the waitlist NOW so you don't miss out in 2025!