Vendor guide
Choosing a Venue: Capacity, Included Charges, and What to Ask
The venue decision shapes nearly every later choice, from the catering budget to the decor theme, which is why it's the first major booking in the 12-months-out checklist. Getting it right means looking past the photos to the actual contract terms.
Matching capacity to guest count
A venue's stated capacity is often its maximum comfortable seating, not its ideal capacity with a stage, dance floor, and catering stations also taking up space. Ask specifically what the venue recommends for a seated dinner with a stage, versus its theoretical maximum, and lean toward the lower number if the guest count is still somewhat uncertain.
Booking based on a venue's maximum capacity figure, then finding the room feels cramped once the stage, buffet stations, and a dance floor are all accounted for. Ask to see the venue set up for an event close to your expected size before booking, not just an empty hall.
Included versus extra charges
Parking, generator backup during load-shedding, air conditioning run-time, decor restrictions, and outside-catering policies are the charges most often missed in an initial quote. A venue that looks cheaper on its headline per-head rate can end up costing more once these are added, so ask for a complete itemized quote, not just the base rate.
| Often-missed charge | Typical range | Why it's missed |
|---|---|---|
| Generator backup | Rs 15,000–60,000 | Sometimes bundled, sometimes billed as an extra depending on duration |
| Parking and valet, if offered | Rs 10,000–40,000 | Often absent from an initial verbal quote |
| Overtime charge beyond booked hours | Rs 20,000–80,000 per hour | Relevant if a function runs long |
Questions to ask before signing
Ask about the venue's outside-vendor policy (whether you must use their in-house caterer or can bring your own), the exact deposit and cancellation terms, the backup plan for power outages, and whether the quoted per-head rate is fixed or subject to change if the final guest count shifts.
Get every answer to these questions in writing within the contract itself, not as a separate verbal assurance from the sales representative. Verbal promises are much harder to enforce later.
FAQ
How far in advance should a popular venue be booked?
9 to 12 months for peak-season dates in a popular venue is common, sometimes more for the most in-demand locations in major cities.
Is it normal for venues to require a non-refundable deposit?
Yes, this is standard practice. Confirm exactly what portion is non-refundable and under what circumstances before signing.
Can the per-head rate change after booking?
It shouldn't if the contract fixes it, but confirm this explicitly, since some venues reserve the right to adjust pricing if the final guest count falls outside an agreed range.