Pre-Booking Checklist
Class Reunion Venue Checklist: 43 Questions Before You Book
Every class reunion venue contract has at least three hidden costs. The 22% service charge, the 8% tax, the $400 cleanup fee, the overtime clock that starts at $600/half-hour. Tour every venue with this 43-question checklist and you'll catch all of them before you sign.
The venue is the single biggest decision your reunion committee will make - and the single biggest source of after-the-fact regret. Committees regularly tell us: “We didn't know the bar minimum applied separately,” or “The contract had a 22% service charge we missed.” That's thousands of dollars in surprise costs.
Take this checklist on every tour. Walk through it line by line with the venue coordinator. Get every answer in writing before any deposit changes hands. A venue that won't answer these questions clearly is the venue that will surprise you on event day.
✅ With Reunly
Store venue quotes, contracts, and questions in one place
Reunly's venue tracker keeps every tour, every quote, every red flag visible to your full committee - so the decision is informed and the contract is signed cleanly.
Capacity & Layout
Before anything else, confirm the room actually fits your reunion - and how it's measured.
What's the seated capacity with round tables of 10?
Why ask: Most venues quote max standing, not seated dinner. For a reunion with food, seated-at-rounds is the only number that matters.
What's the capacity if we add a dance floor and DJ booth?
Why ask: A 12x12 dance floor cuts about 35-50 seats from the room. If you want dancing, ask for the layout AFTER the floor is in.
Can we see a floor plan with our headcount mapped on it?
Why ask: A venue that won't or can't produce a custom floor plan is going to surprise you on event day. Get it in writing.
Are there pillars, columns, or sightline obstructions?
Why ask: Sightlines matter for the program - speeches, slideshows, memorial moments. Walk the room and check.
How many separate spaces can we use - cocktail area, dinner room, dance floor?
Why ask: Reunions flow better with distinct zones. A single big room is less flexible than 2-3 connected rooms.
Pricing & Contract
Quoted price and actual price are rarely the same number. These questions surface every line item.
What's the all-in price including service charge, gratuity, and tax?
Why ask: A 22% service charge plus 8% tax on a $5,000 food bill is $1,500 in fees. That number must be in writing before you sign.
Is there a food and beverage minimum? What if we don't hit it?
Why ask: F&B minimums are real - if you fall short, you owe the gap as a 'room rental fee.' Build the buffer into ticket pricing.
What's the deposit, and is it refundable?
Why ask: Most venues take 25-50% down. Refundable until X date, then it's gone. Know your X.
What's the cancellation policy if attendance drops, weather hits, or we have to reschedule?
Why ask: Force-majeure and reschedule clauses became standard after 2020. Make sure they exist in the contract.
When is final headcount due, and what's the penalty for going under?
Why ask: Most venues lock guarantee 7-14 days out. If you're at 100 guaranteed and 75 show up, you pay for 100.
Are price increases possible between contract and event date?
Why ask: Multi-year contracts (book this year, event next year) sometimes have a CPI-adjusted price clause. Pin it down or remove it.
What overtime fees apply if the event runs late?
Why ask: Often $300-$800 per half-hour. If your reunion runs past contract end-time, that's pure profit for the venue.
Are there hidden fees for setup, breakdown, or 'change orders'?
Why ask: Many venues charge for table-flip layouts, additional setup hours, or any change to the floor plan after 30 days out.
Catering & Bar
Food and bar will be the biggest line item. The questions below catch the most common gotchas.
Is in-house catering required, or can we bring an outside caterer?
Why ask: Outside catering can save $10-$20/person. But many venues forbid it or charge an 'outside vendor fee' of $300-$1,500.
What are the buffet vs plated vs family-style prices per person?
Why ask: Buffets are typically $8-$15/person cheaper than plated. Family-style is in between. Get all three quoted.
Are we allowed a tasting before final menu selection?
Why ask: Larger venues offer free tastings for 2-4 people. Smaller venues may charge. Always ask.
What's the beverage policy - cash bar, open bar, drink tickets, BYOB?
Why ask: Bar structure is a 5-figure decision at most reunions. Lock in what's allowed before you commit.
What's the per-drink, per-hour, or per-person open bar pricing?
Why ask: Open bar by the hour is usually $18-$40/person depending on top-shelf vs well. Per-drink can be cheaper for light drinkers.
Are there beverage minimums separate from food minimums?
Why ask: Some venues require $X in bar sales separately. Easy to miss and easy to under-budget.
Can we bring our own wine or champagne with a corkage fee?
Why ask: Corkage fees ($15-$40/bottle) on outside wine can still save money over the venue's wine list.
Are dietary restrictions and allergies handled - and at what cost?
Why ask: Vegetarian, gluten-free, kosher, and allergy-safe meals are expected. Most venues handle them; some charge extra.
AV, Lighting & Tech
Reunions need AV for the slideshow, memorial montage, speeches, and music. Built-in AV varies wildly.
What AV is included - mics, screens, projectors, speakers?
Why ask: Some venues include all AV. Others charge $400-$1,500 to rent it. Don't assume.
Can we connect a laptop for slideshow and music?
Why ask: HDMI cables, USB-C adapters, audio jack - the venue should have all of it ready. Confirm in advance.
Are there mic options - handheld, lavalier, wireless?
Why ask: A handheld mic is fine for speeches; a lav is essential for a presenter who moves. Wireless lets people pass it around.
What's the in-house lighting? Can it dim for the slideshow?
Why ask: Fluorescent overheads ruin slideshow visibility. Dimmable, zone-controlled lighting is a requirement, not a luxury.
Is there wifi available for guests, and what's the bandwidth?
Why ask: Some reunions stream the program to absent classmates. If that's you, ask about hardwired ethernet too.
Logistics & Setup
Load-in, parking, setup time, and breakdown - the boring questions that wreck reunions when ignored.
How early can we get in to set up?
Why ask: Some venues give you 2 hours before guest arrival. Others give you 6. For a heavily-decorated reunion, this matters.
How late can we stay for breakdown - or does the venue handle teardown?
Why ask: Often the contract requires you to be OUT by midnight. Confirm whether that means guests gone, or fully cleaned up.
What's the parking situation - free, paid, validated, off-site?
Why ask: Paid parking ($15-$40/car) at a city venue is a real attendance deterrent. Get clear answers before tickets go on sale.
Is there a loading dock or service entrance for vendors?
Why ask: DJs, photographers, florists, caterers all need to load in. Coordinating through the front door is a mess.
What's the storage situation for our supplies before/after the event?
Why ask: If you arrive with 20 boxes of décor, you need somewhere to put them before setup and after teardown.
Vendor & Décor Rules
Many venues have preferred-vendor lists or décor restrictions that limit what you can do.
Are we required to use preferred vendors for catering, AV, or DJ?
Why ask: Preferred vendors are often kickback partners - prices are 20-40% higher than market rate. You want the freedom to compare.
What décor is prohibited - open flame, helium, glitter, tape on walls?
Why ask: Glitter and confetti are banned at almost every venue (cleanup fee otherwise). Helium and candles too at many.
Can we hang signs, banners, or photo displays - and how?
Why ask: Walls may be off-limits. Some venues require Command Strips or freestanding displays only. Plan around it.
Is there access to a freezer or fridge for our cake or specialty items?
Why ask: Refrigeration matters for cakes, ice sculptures, perishable favors. Confirm cold storage is available.
Accessibility & Safety
ADA and safety questions are non-negotiable. Class reunions span the age range - older classmates need access.
Is the venue fully ADA-accessible - entrance, restrooms, stage?
Why ask: Don't assume. Even new buildings sometimes have gaps - one step up to the stage, restrooms a long walk away.
Are there elevators if any reunion space is on an upper floor?
Why ask: Older classmates and pregnant guests can't be expected to take stairs. Confirm elevator location and reliability.
What's the venue's security and emergency protocol?
Why ask: Especially important for venues with bars or large attendance. Ask about security on-site, exit plans, and incident response.
Is the venue smoke-free, and where is the designated smoking area?
Why ask: If older classmates smoke, they need a designated area near the entrance. Some venues don't have one.
Insurance & Liability
The legal fine print. Skip these and you'll find out the hard way.
Do we need event insurance? What's required minimum coverage?
Why ask: Many venues require $1M-$2M event liability insurance. Easy to get ($150-$400 from sites like EventHelper), but you have to ask.
Is the alcohol service licensed - and who's liable for over-serving?
Why ask: Licensed bartenders = venue carries liability. BYOB = YOU carry liability. Know which one you're signing up for.
What's the indemnification clause in the contract?
Why ask: Some venue contracts make you liable for damage and injuries even when it's their fault. Read carefully or have a lawyer skim it.
What happens if the venue cancels on us?
Why ask: Venue cancellation does happen (rare but real). The contract should specify refund + reasonable alternative venue assistance.
🎉 With Reunly
Compare venue answers side by side
Reunly's venue comparison view lets your committee see all 43 answers across all candidate venues in one table - no more lost notes.
6 Red Flags to Walk Away From
These are the patterns that almost always mean a bad contract - either hidden costs you'll discover too late, or operational issues that will show up on event day. If you see any of these on a tour, cross the venue off the list.
🚩 Won't give you a written quote
If the salesperson is dodging the all-in number, you're walking into a surprise. Get every fee in writing.
🚩 Insists on their preferred caterer with no alternatives
Almost always a 20-40% markup arrangement. Your costs jump and your menu options drop.
🚩 Vague answers about overtime or final headcount penalties
These are the two clauses venues use to recoup margin from cheap contracts. Get specific dollar amounts.
🚩 Says 'AV is available' without quoting it
Almost always means AV is rentable at a markup. You may pay $800 for the mic and projector you assumed were free.
🚩 No floor plan provided when asked
Suggests they haven't actually done your group size before, or they're hiding sightline problems.
🚩 Doesn't have event insurance requirements
Either they don't run a tight operation, or the requirement is buried in fine print you'll find later.
📄 With Reunly
Get the full committee aligned before signing
Share venue quotes, comparison sheets, and contract drafts with your committee in Reunly - everyone votes, everyone sees the decision trail.
5 Contract Clauses to Negotiate or Strike
Standard venue contracts are written for the venue, not for you. These are the five clauses you should always push back on before signing.
📝 Final headcount guarantee at full price
Negotiate to 90% guarantee - so if you guarantee 100 and 92 show up, you pay for 100. If 84 show up, you pay for 100. Below 90% is a much safer floor than 100%.
📝 Auto-renewing service charge & gratuity at 22-26%
Most venues lock in 22-26% service charge plus tax. Some will negotiate down 2-4 points for committee-organized non-profits, especially in off-season. Always ask.
📝 Mandatory venue insurance via their broker
If they require event insurance, you can usually buy it elsewhere for less. EventHelper and WedSafe routinely beat the venue-broker quote by 50%.
📝 Overtime that starts the second the contract end time hits
Negotiate a 15-30 minute grace period before overtime triggers. Some venues do this automatically; others will write it in if asked.
📝 Force majeure that doesn't include refund - only reschedule
Post-2020, you want refund as an option, not just reschedule. If the venue closes or a public emergency hits, you need your deposit back. Add this in writing.
📅 With Reunly
Track contract deadlines and deposit dates automatically
Reunly's timeline keeps your venue contract dates - deposit due, final headcount, cancellation deadline - on the committee calendar so nothing slips.
Before You Tour: 5-Minute Prep
Walking into a venue tour unprepared is how you end up with bad deals. Spend five minutes before each tour assembling these numbers - and bring them in your phone notes.
📋 Estimated attendance
Use survey responses if you have them, or 60-75% of your class size as a starting estimate.
📋 Your budget ceiling
Total budget divided by expected attendance, minus food/drink/décor estimate = max venue cost.
📋 Your date and 2 backups
Your top date may be booked. Have 2 alternates ready when you walk in.
📋 Your AV needs
Slideshow, memorial video, speeches, music - list it before the tour so you can ask about each.
📋 Bar preference
Open bar, cash bar, drink tickets, BYOB - know which you want before the tour.
📋 Any dietary or accessibility requirements
Vegetarian percentage, gluten-free needs, wheelchair access - flag them upfront.
Frequently Asked Questions
How early should I tour potential class reunion venues?
Tour venues 9-15 months ahead of your reunion date. The best venues book 12+ months out, especially for Saturday nights in summer and fall. Book your top choice 8-12 months ahead to lock in the date and avoid losing it to weddings.
How many venues should I tour before deciding?
Three to five. Fewer than three and you don't have a real basis for comparison. More than five becomes decision fatigue and the committee can't agree. Get quotes from three, tour the top two, decide.
What's the single most important question to ask?
What's the all-in cost including service charge, tax, and any fees on top of the quoted price? Many venues quote a base price that doubles when service and tax are added. Make every venue give you the all-in number for direct comparison.
Should we sign a contract or get the verbal quote first?
Always get the contract in writing. Verbal quotes don't bind the venue. Don't pay any deposit until you've read the full contract - including the cancellation, force-majeure, and overtime clauses.
What's typical for a venue deposit?
25-50% of the total estimated bill, due at signing. Non-refundable after a certain date (often 90-180 days out). Some venues take 100% upfront for budget reasons - that's a red flag worth a conversation.
Can we negotiate the venue contract?
Yes. F&B minimums, overtime rates, vendor fees, and even base rental can sometimes flex - especially if you're booking off-season, off-day (Friday or Sunday), or far in advance. The first quote is rarely the final price for committee-organized events.
What if the venue wants exclusive catering and we don't want their food?
Try negotiating: (1) ask for a tasting before signing, (2) request specific menu modifications, or (3) ask if they'll waive the exclusive in exchange for hitting a higher F&B minimum. If none of those work, that venue isn't right for you.
Do we need event insurance for a class reunion?
Most mid-sized and larger venues require it. Even when they don't, $1M event liability is a smart $150-$400 investment given how many people are at risk for slips, alcohol incidents, and accidents. WedSafe and EventHelper are common providers.
Tour Smart. Sign Clean. Plan the Rest in Reunly.
Once the venue is locked, Reunly handles ticketing, classmate finding, budgets, and committee coordination - so your team can focus on the reunion itself.