Event hosts and venue owners have the same goal—to have a successful event. Although successful means something different at every event, one thing is true: An event can’t be successful if it isn’t safe. Just like your customers want to know if your venue is big enough or in the right location, they also want to know that it’s safe enough. Of course, your customers won’t ask you directly if your venue is safe. Rather, they’ll use a series of safety questions to assess their comfort level booking your venue.
In this post, we address the common safety questions that your customs may ask about your venue. We recommend having answers prepared for their questions—your confident and informative answers will reinforce their own confidence in you. Plus, if you don’t have answers, they may not want to wait for you to get them. Instead, they may move on to the next venue on their list.
General Safety Questions
General safety questions are based in concern for the safety and accessibility of guests as well as the safety guidelines within the venue. Ultimately, your customers want to know what they have to do to keep their guests safe while complying with venue rules. Here are eight common safety questions that your customers might ask.
Does the venue offer liability insurance?
Customers who ask this may want liability insurance already, and so they are simply asking if you offer it before looking elsewhere. They want to make sure nothing goes wrong—but also want to be prepared in case something does. If you don’t offer liability insurance, you could consider providing a list of insurance options to help the host choose the right option.
Does the venue require liability insurance?
On the other hand, a customer who asks this question likely just wants to know what you require to host an event. They may not be interested in the insurance at all, but they need to know whether to budget for it or not. Again, if you require liability insurance, but don’t offer it yourself, consider giving the host a list of their options.
Do you allow fireworks, fire performers, and/or smoke machines?
A customer might ask this question specifically or a variation of it. Once again, they want to know their boundaries. If they already have entertainment booked for their event, they may be looking for a compatible venue. Conversely, maybe they haven’t booked anything yet, and simply want to know what is allowed.
Do you allow drone photography and videography?
This is a common question for parties and weddings. On top of a professional photographer or videographer, some hosts want angles that a person with camera in-hand can’t reach. Of course, there are safety concerns to think about, such as low ceilings and windy weather. So be sure to clearly outline the restrictions or limitations on drone usage at your venue—if you allow it at all.
Is the venue accessible?
Will guests with disabilities be able to access the entrances, bathrooms, and other places where the event will take place? This is always an important question to ask, but it is especially important during COVID-19. Many venues are establishing one-way traffic in hallways and specific doorways for entering and exiting. It’s important that any of these changes are accessible to all guests.
Is there a secure space to store wedding/event gifts?
For weddings, many couples spend the night and need a place to put their gifts. If their room is secure, they may bring everything up to the room. But if that isn’t an option, or if there are other events happening in the venue, guests might be worried about gift storage.
Will any valuables be locked in the Bridal Suite during the event?
This is also a wedding-related question. If you have a Bridal Suite or a room for the bride and/or bridal party to get ready, everyone will leave their items in the room while attending the wedding. It’s important to explain the safety procedures that ensure all their items are safe.
What type of security is available for our event?
This is usually relevant for large, public gatherings with a lot of entrances. The host can’t be everywhere at once, and they’ll want to make sure that the crowds are managed. If you don’t offer security, we recommend partnering with a local security company to provide package deals and referrals.
COVID-19 Safety Questions
Like we mentioned earlier, COVID-19 is still a major concern for event hosts. On top of the usual inquisition comes a whole new list of safety questions that customers may ask you. Just like the general questions, it’s important that you have your answers ready. Any hesitation may cause hosts to shy away from your venue.
What is your mask requirement for guests and employees?
Of course, hosts might enforce their own mask policy with guests. But before they do so, they’ll want to know what you expect. Be straightforward with your answer, and make sure that is adheres to local and state laws regarding face coverings.
What safety measures do you have in place for your staff?
When there isn’t an event with a mask regulation, do employees still have to wear masks? Are they temperature checked before their shift starts? Do they have any sanitation regulations during their shift? The list of questions might feel long, but it’s all in the name of safety—which is the top concern.
What kind of cleaning will you do before our event?
Along with safety during the event, customers will be concerned about pre-event cleaning, including proper disinfecting techniques and supplies. The host may even want to share the cleaning process with attendees, so consider establishing a formal procedure and a handout as necessary.
What is the ventilation like inside?
If you offer indoor event space, guests may want to know about the ventilation system. They may want to know about your air filtration system if you have one, or they may want to know which windows and doors they can open for fresh air. Be honest with your customers and consider booking shorter events if ventilation is poor in your venue.
Is it possible to set up one-way traffic for guests?
As we mentioned earlier, public buildings, school, and offices are establishing one-way traffic in common areas and hallways. That way, foot traffic only goes in one direction, so an employee or attendee will have to walk in a big circle to return to their table or desk. It adds a few extra steps, but it keeps everyone from coming into contact with each other. We recommend setting up your venue similarly, to reduce the amount of contact at events.
It’s a lot of work to prepare for your customer’s safety questions. But it sure is worth it! Neither you nor the host can plan a successful event if it isn’t a safe one. No matter what questions they ask—always answer honestly. Honesty builds trust, and trust will make your customers book with you again and again.
What other safety questions do customers ask? Do you have pre-made materials, or do you give information verbally?