Here are some suggested questions to ask before you book:
What dates do you have available?
Have your heart on a certain date? Ask your venue what dates they have available in a certain month. Being open to a date range rather than a specific date will provide a higher chance of you getting your venue booked. Be sure to ask if there are any price differences between a weekend event versus a weekday event.
What is the cost to rent the venue?
To see our current rental rates, please visit this link here.
Be sure to ask your venue about any kind of deposits that are required, and if they are refundable. It is also important to note that events may need insurance which is an additional cost to the renter, or may require food/drink minimums.
Are there any restrictions?
Each space located on our grounds has certain capacity limits, so be sure the space you are booking allows for the number of guests you invite. All spaces are subject to Fire Codes, so it is important to adhere to all the rules. Audio/Visual capacity may not be available to each space, so be sure to ask ahead of your event what your needs are going to be. Venues can have various event restrictions that could impact your event. It’s important to ask about all the charges and fees that might be associated with a venue rental. Examples may include:
- Decorating- Are you able to pin any wall surface?
- Audio/ Visual- Are you able to bring in your own equipment?
- Parking Fees- Are there any parking fees?
- Event Insurance- Do you need coverage for your event?
Restrictions should be clearly stated in your contract, but if not simply ask to make sure.
When can we set-up?
It’s important to know how much time you will need and to make sure your time frame is built into your venue contract. Never assume that the venue is open or available the day before or after your event, as it is pretty common for venues to have numerous events throughout the day-or even in the same room. There is an event set up/take down cost if you know it will be at least a full day in advance.
What is your cancellation policy?
Agreements may be terminated by written mutual consent of both parties or by either party upon 30 days prior written notice. The Baker County Fairgrounds, Conference and Event Center may unilaterally terminate this Agreement if Renter fails to provide the required deposit(s) prior to the first Rental Day.