The advertised price of an event space is rarely the final one: AV equipment, staff, cleaning, overtime and catering are often billed separately. Before you book, clarify the capacity for each layout, the set-up and tear-down time, the technical equipment, the cancellation terms and exactly what the price covers. These 12 questions walk you through all of it.
- Capacity depends on the layout: the same room seats twice as many people theatre-style as it does at round tables.
- Does the rental time include set-up and tear-down? This is the most common hidden cost.
- Always test the AV equipment in advance, or ask the venue for a named contact for the duration of the event.
- Get the cancellation terms in writing, tied to specific dates.
- Ask for an itemised quote: room, AV, staff, cleaning and catering each on its own line.
Conference, workshop, company party or wedding: renting an event space looks like a simple transaction at first. Then it turns out the AV is extra, set-up and tear-down eat into your rental time, and cleaning shows up on the invoice afterwards. This list walks you through everything worth clarifying — before you book.
1. Why the advertised price isn't the final price
Most venues price the bare use of the room. Everything else — projector, sound system, technician, staff, cleaning, catering, parking — can be an add-on. That isn't unfair: venues serve very different needs. But it does mean that without an itemised quote you cannot compare your options.
2. The 12 questions
- What is the capacity in the layout I'm planning? Not in general — specifically.
- Does the rental time include set-up and tear-down? If not, what is the hourly rate?
- What AV equipment is on site, and is it part of the price? Projector, screen, sound system, microphones, lighting, internet.
- Is there an on-site technician, and how long do they stay?
- What is the clear ceiling height, and are there pillars in the space? Decisive if you need a stage or projection.
- Can I bring my own catering, or is the in-house option mandatory? Is there a “corkage fee”?
- How many parking spaces are there, and do they cost extra?
- Are the entrance and the toilets step-free?
- How late can the music play, and are there noise restrictions?
- What are the cancellation terms, tied to dates? When do you get a full, a partial or no refund at all?
- Is a deposit required, and when do I get it back?
- Who cleans up afterwards, and is that included in the price?
Ask for the answers in writing, in a single email. Not just for the paper trail: how fast and how precisely they reply is a reliable predictor of what working with them on the day will feel like.
3. Layout and capacity
The same room holds very different numbers depending on the layout. Rough guide for a 100 m² space:
| Layout | Typical capacity | When to choose it |
|---|---|---|
| Theatre (rows) | 80–100 people | Talks, conferences, no note-taking |
| Classroom (with tables) | 40–50 people | Courses, training with note-taking |
| U-shape | 25–30 people | Interactive workshops, moderated discussion |
| Round tables | 50–60 people | Gala dinner, group work |
| Standing reception | 100–120 people | Networking, cocktail party |
These figures are indicative — the actual number depends on the floor plan, the pillars, the escape routes and the size of the stage. Always go by the venue's official spec sheet.
4. Hidden cost checklist
- Hourly rate for set-up and tear-down time
- Overtime (minutes beyond the booked slot are often billed per started hour)
- Technician and staff fees
- Cleaning fee, especially after catering
- Corkage fee for your own drinks or food
- Waste removal at larger events
- Parking
- Cloakroom and security staff
- Renting extra furniture (counters, bar stools, stage sections)
- Power supply for stage equipment
5. Site visit: what to check in person
Photos always flatter. When you visit, look at these:
- Acoustics. Clap once in the middle of the room. If it echoes for a long time, speech will need a sound system.
- Light. Is there blackout? Essential for projection.
- Where the sockets are. A surprisingly common bottleneck.
- Number of toilets and how far away they are. Above a hundred guests this noticeably affects how long your breaks run.
- The arrival route. Where will the registration queue form? Is there room for a cloakroom?
- Mobile coverage and Wi-Fi. Test it on site, don't take the description's word for it.
Work through these twelve questions and the surprises that remain are usually the pleasant kind. In BookThis, each venue's profile shows capacity, layouts and technical equipment upfront, and the cancellation terms appear before you book — so nothing comes to light afterwards.
Frequently asked questions
How much does it cost to rent an event space?
The price depends on the venue, the capacity, the date and the service package. The advertised hourly or daily rate usually covers the room only — AV, staff, cleaning and catering can all be separate items. That is why you should always ask for an itemised quote.
What does set-up and tear-down time mean?
Setting the room up before the event and dismantling everything afterwards. Some venues count it within the rental time, others bill it separately. A three-hour programme easily turns into a five-hour booking.
Until when can I cancel free of charge?
It varies by venue; the cut-off is typically 14–30 days, and inside that window the refund drops in tiers. In BookThis the cancellation terms appear before you book, so there is no argument later.
Last updated: 16 July 2026
