How to Choose an Event Venue: A Checklist for New Zealand

The venue decides your date, your guest numbers and a large share of your budget, so it's usually the first thing to book. A venue that looks perfect in photos can still be the wrong fit. Work through these questions before you pay a deposit.

Know your must-haves first

Before you start looking, write down:

• Guest numbers, and whether people will be seated or standing.
• Your preferred dates, and how flexible you can be.
• The area, and how guests will get there.
• The budget for the venue, and whether it needs to include food and drinks.
• The feel you want: a hall you can transform, a restaurant, a garden, a vineyard, or your own office.

Capacity and layout

• What's the capacity for your format? Seated dinners take far more space than standing drinks. Ask for the number that matches your plan.
• Is there room for everything else? A dance floor, a band or DJ, a kids' area, a food station or a photo booth all need space.
• Is it accessible? Check step-free access, accessible toilets and parking for anyone who needs them.

What's included, and what isn't

• Tables, chairs and linen.
• Staff: is there a venue manager on the day, and are bar or cleaning staff included?
• A kitchen, if you're bringing your own caterer.
• Sound system, microphone and screen for speeches or presentations.
• Cleaning and rubbish removal afterwards, or do you need to arrange event cleaning and waste?

Food and drinks

• Can you choose your own caterer, or must you use theirs? Some venues charge a fee for outside catering.
• Is the venue licensed to sell alcohol? If not, ask whether you can bring your own. If alcohol will be sold at an unlicensed venue, a special licence from the local council may be needed, so ask the venue how other hirers handle it.
• Are there corkage fees for bringing your own drinks?

Times and rules

• When can you get in to set up, and when must everyone be out? Do the hire hours include setup and pack-down?
• Is there a noise curfew or a time the music must stop?
• Are there decoration rules: no confetti, candles, or anything fixed to the walls?
• Can vendors get in easily? Loading access, lifts, and parking for vans matter to caterers, bands and hire companies.

Weather plan

For anything outdoors, ask what happens if it rains: is there an indoor space, a covered area, or room for a marquee? New Zealand weather changes quickly, even in summer.

Costs and paperwork

• What does the price include, and is GST included?
• What's the deposit, when is the balance due, and what's the cancellation policy?
• Is there a bond, and what would you lose it for?
• Do they require public liability insurance from you or your vendors?
• Get everything in writing, including the date, times, inclusions and any extras you agreed.

Venue types worth considering

• Community and church halls: affordable blank canvases, good for kids' parties and family events. Bring in styling and catering.
• Restaurants and bars: food, drinks and staff in one booking, often with private rooms.
• Function centres and hotels: set up for larger numbers, speeches and AV.
• Wineries, gardens and farms: beautiful settings, but check the weather plan, transport and facilities.
• Your own space: a home, office or marae (with permission) can work well, with hire gear brought in.

Browse venues and event site hire on Event Nest, or post your event to get quotes from venues near you.