The venue shapes 50% of an event: the atmosphere, the logistics and a good part of the budget. This 15-point checklist helps you compare options sensibly and avoid the surprises that only appear on set-up day.
In short
- Capacity changes with the format: a venue for 200 standing may only seat 120.
- Check the closing time, music licences and whether the venue is exclusive.
- Visit the venue at the same time of day as the event.
- Ask for an itemised quote to spot hidden costs.
Capacity and layout
- Capacity by format. Ask for the standing (cocktail), seated banquet and theatre-style capacity. They can vary a lot.
- Separate areas. Is there an area for the welcome, the dinner and the party, or does everything happen in the same room?
- Exclusivity. Is the venue just for you or will there be other groups?
Location and access
- Public transport nearby and easy access for taxis or group coaches.
- Accessibility for people with reduced mobility.
- Loading and unloading for suppliers and set-up.
AV and services
- Sound, screen and microphones included or hired separately.
- wifi if there are presentations or streaming.
- Own kitchen or external catering: it shapes the menu and the price.
- Heating or air conditioning suited to the time of year.
Hours, rules and costs
- Closing time and the cost of extra hours.
- licences and volume limits.
- Set-up and take-down time included in the hire.
- Minimum spend or guest numbers.
- Cancellation terms and the deadline for adjusting attendee numbers.
Examples by type of event
In our selection of venues in Barcelona you'll see how the choice changes with the event:
- Launches and dinners with character: Sala Rockstar, in the Eixample, with 1,100 m² and 300 collector's guitars.
- Big dinners and conventions: La Mansión, in upper Barcelona, for up to 500 people.
- Mid-sized company parties: exclusive venues in Sant Gervasi for 200–250 people.
Frequently asked questions
What's the difference between standing and seated capacity?
Standing capacity (cocktail) is the maximum; for a seated banquet it usually drops considerably because the tables take up space. Always ask for both.
Do you need to visit the venue beforehand?
Yes, and ideally at the same time of day as the event: that way you see the light, the noise and how to get there.
What are the most common hidden costs?
Extra hours, AV, cleaning, security and minimum spend. Ask for an itemised quote.