Walk through the guest experience
Ask where check-in happens, whether queues are covered, how guests move between spaces, and what the accessible route looks like. If any part of the event is outdoors, identify the weather plan and the decision deadline. Confirm how food and beverage service, music, photography, and end time are handled.
- Request a floor plan for your actual layout.
- Ask which services are included and which require separate vendors.
- Confirm who is responsible for setup, cleanup, and damages.
Read the agreement as carefully as the brochure
Get a written quote that identifies the space, date, hours, deposit, cancellation terms, service charges, and any insurance or staffing requirements. The chapter’s authorized reviewer should compare these terms with campus and organization policies before anyone signs.