Describe the event before requesting a quote
Send the date window, estimated count, event hours, food plan, music needs, and whether guests attend. Ask what space is private, what furniture or equipment is included, and what staff the provider requires.
- Confirm the capacity for your actual room layout.
- Ask about accessibility and the route from drop-off to entrance.
- Get setup, cleanup, overtime, and cancellation terms in writing.
Compare the complete offer
A low room fee may exclude service charges, security, catering minimums, or transportation. Compare venues using the same event brief and all-in cost. Have an authorized chapter representative review the agreement and applicable policies before paying.
Ask for the room as your group will use it
A venue’s advertised capacity may describe standing guests. Ask for your dinner layout with a dance floor, entertainment, accessible routes and service space. Confirm that the venue accepts the disclosed student group, the intended guest ages and your event format before comparing décor.
Send the same request to each venue: date, guest count, event hours, meal format, setup and cleanup time, entertainment and access needs. Ask which charges cover security, staffing, sound, tax and service. A DJ or band needs confirmed setup and equipment time; a theme needs written permission for props and décor.
For the full method, see the venue, dinner and entertainment checklist.