The Event Space Vetting Checklist — 12 Questions Every Brand Should Ask Before Signing

One of the most consistently searched questions in event planning communities online is some version of: "What are the right questions to ask when vetting an event venue? What do venues hope you won't think to ask?"

After producing over 1,600 events at LUME Studios since 2016 — and watching brands sign contracts with venues that were completely wrong for their events — we have a very clear answer. Here are the 12 questions that actually matter, and why each one is on the list.

1. How many projectors do you have, and what surfaces do they cover?

Any venue claiming to be "immersive" needs to answer this specifically. A single projector on one wall is not immersive. Ask for the number, the lumens, and the surface coverage. If they can't answer in detail, the claim is marketing, not infrastructure.

2. Who builds the visual content, and what software do they use?

Hardware without a content pipeline is a display screen. Ask if they have an in-house content team. Ask what software they use (TouchDesigner, Resolume, etc.). Ask how long it takes to build custom content for a new brand. Template loops are not the same as custom immersive environments.

3. Do you allow outside vendors, and if so, what are the rules?

Some venues require you to use their preferred vendors. Some allow outside vendors with insurance certificates. Some charge a "corkage" style fee for outside catering or AV. This affects your total cost and your creative freedom significantly. Get it in writing before you sign.

4. What is included in the base rental, and what is charged additionally?

Load-in time, setup time, breakdown time, cleaning fees, security deposits, staffing minimums, AV technician fees, furniture rental, HVAC, WiFi — all of these can be separate line items. Ask for a fully itemized breakdown of what is and is not in the rental price before comparing venues.

5. What does the cancellation and rescheduling policy look like?

This matters more than most brands think when they are booking six