Questions to Ask Before Booking an Event Venue in Omaha

When choosing Omaha, Nebraska, for your event location, there is a wide range of venue locations to look at. At the Omaha Event Group, we have four different venue options for you to choose from: the Omaha Design Center, the Leo Ballroom, the Garden Room, and the Empire Room. Planning your event is all about the venue's style and what it offers, but not everyone knows where to start or what questions need to be asked and considered.

Whether it’s a wedding or a corporate event, finding the right venue will set the tone for the event. For you to choose your dream venue, make sure to ask all the right questions before committing to a space. At the Omaha Event Group, it’s our mission to help answer all your questions to make your dreams for your event come true and make you feel confident with your choice in us.

Don’t know where to start? We can help with that. Here are some useful questions to ask to ease your nerves before booking your venue:

1. What Dates Are Available?

With our venues being popular choices in Omaha, peak seasons like the summer months and end-of-year events tend to get booked fairly quickly. Seeing as having a venue is most important to have an event in general, locking down a good date is key. Confirming date availability right away and having backup dates as an alternative will off more options, better pricing, and more flexibility.

2. How Many Guests Can the Venue Accommodate?

Like securing a venue, guest capacity is the second important factor to consider when choosing a location. Knowing the maximum number of guests is important for seating arrangements, standing areas, and will help factor in added décor elements like a Photo Booth or lounge area. Knowing the maximum capacity will ensure the venue doesn’t feel crowded and will still keep a natural flow to the event while maintaining an intimate atmosphere.

3. What Is Included in the Rental Fee?

Venues in Omaha can vary in what they offer and provide in their rental fee. When calling locations and setting up appointments to tour the venue, clarify what is included in the rental cost, such as tables and chairs, linens, entertainment equipment, on-site event staff, setup and cleanup staff, and time frame, in-house vendors, bar service, and parking. Knowing what you will be paying for and what isn’t included will help you better compare venues and expenses.

4. What Are the Catering Options?

Knowing if there is in-house catering or certain vendors that the venue uses is important. If the venue has its own caterers, ask for the menu options, to have a tasting, and, if you can, make adjustments. If you prefer your own caterers or food and drink vendors, ask for added costs, figure out what the venue requires from the vendors, and ask about food preparation stations and service. Knowing added expenses and making changes to your budget will help you in the decision-making process.

5. Are There Audio/Visual Capabilities?

Whether it’s a presentation for a corporate event or a slideshow for a wedding, having reliable equipment is essential. Ask if the venue provides any technology equipment and, if not, what it would look like to bring in your own vendor to run audio/visual for the event.

Microphones, speakers, screens, outlet access, wi-fi access, and lighting changes are all important questions when figuring out any additional fees. Knowing what is included and what isn’t ahead of time will help you better plan your event when it comes to presentations and music.

6. What Is the Parking Situation?

It is vital to know what accessible parking is included for your guests. Ask about on-site parking, valet options, or nearby garages that can accommodate your guests if there isn’t on-site parking available. Being prepared if there is limited parking will help you better plan for your guests and their arrival. Ask the venue about shuttle options if parking is far or other solutions to get your guests to and from the venue without added parking stress.

7. What Is the Venue’s Policy on Décor?

Every venue varies in what they allow, décor-wise. Candles, hanging decorations, or special installations like a photo booth or grand entryways can be determined by what the venue allows. Every venue has guidelines regarding décor, especially for items like candles, hanging installations, or specialty lighting.

Ask what décor is permitted due to venue restrictions, how much time is allowed for setup and teardown, and if insurance is needed to protect the venue. Knowing these answers ahead of time will help you respect the venue and still have the design elements you want without restrictions.

8. What Are the Payment Options and Cancellation Policies?

Always have a clear understanding of the cancellation policies. Every venue is different, so be sure to ask and make note of each venue you consider. Ask about what is required when making a deposit or down payment, discuss a payment schedule, if they offer that option, what their refund policy is, and the cost of rescheduling your event. Being upfront and transparent with venue policies will help you plan without added stress.

9. Is There On-Site Staff on Event Day?

Having a professional team on-site for your event will drastically improve the experience of planning and executing your event.

Does the venue provide an event coordinator, or do you need to fire your own?
Is there staff that understands and operates any equipment, building operations, and cleaning staff for the night?
Will there be any security provided?
Is there staff to serve the food and tend the bar?

Knowing who will be present who isn’t on your guest list will help you decide on who to hire for certain responsibilities and what you want to add or take away from the total cost of your event.

10. Are There Any Noise or Time Restrictions?

There are some venues that do have guidelines and restrictions when it comes to noise levels and when the event needs to be concluded. Ask upfront what the rules are so your event can run smoothly, and you can party all night long without worry.

When picking the right venue in Omaha for your event, understanding the logistics and policies that are in place is important before making your final decision for your special event. Asking essential questions is the key to making sure there are no surprises, and you know exactly what you’re getting from the venue upfront.

At the Omaha Event Group, our job is to answer all of your questions to make your choice easy when it comes to hosting your event with us. Contact us today to schedule a tour and a meeting with our team so we can answer all of your questions and more for your dream event in Omaha, Nebraska.

Omaha Event Group

From Midtown to Downtown, Omaha Event Group brings unforgettable experiences to life at our premier event and wedding venues: Leo Ballroom, Empire Room, The Garden Room, and Omaha Design Center. Whether you’re planning a wedding, corporate gathering, or social celebration, our team provides the perfect backdrop and seamless coordination to make your event truly memorable.

Four Iconic Omaha Venues | Weddings • Corporate Events • Special Celebrations

Visit our venue sites to schedule a tour - Leo Ballroom - Empire Room - The Garden Room - Omaha Design Center

Questions to Ask Before Booking an Event Venue in Omaha