Photo booths, mini golf and arcade lounges all need space, power and access. Ask your venue these ten questions first and avoid last-minute surprises.
You have fallen in love with a venue, and you have a wish list of entertainment: a photo booth in the corner, a mini golf course on the lawn, perhaps a retro gaming lounge for the evening. Before you pay a deposit to any supplier, spend twenty minutes with your venue coordinator. These ten questions will save you stress later.
1. Are You Happy for Us to Bring in Our Own Suppliers?
Most venues are, but some keep an approved supplier list or charge a fee for outside vendors. Ask early, and ask whether suppliers need to provide public liability insurance and PAT certificates. Reputable hire companies will have both ready.
2. What Space Is Available, and What Are the Dimensions?
Photo booths typically need a few square metres, while a mini golf course or a garden games area needs a good stretch of flat ground. A Revolve 360° booth needs a clear circle of space around it. Ask for a floor plan, or better still, measure on a site visit.
3. What Are the Access Arrangements?
Equipment has to get from van to venue. Check for steps, narrow doorways, lifts, long walks from the car park and any loading restrictions. Ask which times deliveries are allowed, particularly if a wedding ceremony or another event is taking place beforehand.
4. Is There Power Where We Need It?
Photo booths and arcade cabinets need standard mains sockets. Ask how many are available, where they are and whether outdoor sockets are weatherproof. Garden games and mini golf need no power at all, which makes them wonderfully easy outdoors.
5. What Is the Wet Weather Plan?
Outdoor entertainment in the UK needs a backup. Ask whether a marquee, barn or covered terrace is available and whether it can be used for games or a booth if it rains. Share this with your supplier so they can plan.
6. Are There Noise or Curfew Restrictions?
Arcade lounges and casino tables create a lively atmosphere. Check the venue's music and noise limits, and any curfew for outdoor activities. Knowing the finish time also helps you plan when entertainment starts and ends.
7. Are There Rules About Lawns and Floors?
Some venues protect delicate lawns, historic floors or carpets. Mini golf and garden games are usually lawn-friendly, but it is worth confirming. Your supplier can recommend floor protection where needed.
8. How Early Can Suppliers Set Up?
A clear set-up window avoids rushed installs. Ask when your room or garden becomes available and how long after the event suppliers have to collect. Allow extra time for larger installations.
9. Who Is the On-the-Day Contact?
Make sure your suppliers have the name and mobile number of a venue contact. It makes arrival smooth, especially if the main coordinator is busy with the event itself.
10. Is There a Fee for Outside Entertainment?
Some venues charge a corkage-style fee or a day-rate for external suppliers. Get any charges in writing so your budget is accurate from the start.
Share the Answers With Your Supplier
Once you have your answers, pass them on. A good entertainment company will use them to recommend the right products, plan the layout and confirm timings, so everything runs without a hitch on the day.
Get in Touch
Ready to bring your event to life? We'd love to hear about it.
**Call us:** 0800 112 5013
**Email:** [email protected]
**Head Office:** 128 City Road, London, EC1V 2NX
Or send us an enquiry and we'll come back to you within a few hours.
Let's Make Your Event Unforgettable.
Tell us about your event and we'll build the perfect entertainment package for you.
Enquire Now
Wet Weather Plan B: How to Keep an Outdoor Event Entertaining When the British Weather Turns
Rain is the one guest nobody invites. Here is how to plan outdoor entertainment that still works under cover, in a marquee or indoors, so a grey forecast never spoils the day.
How to Budget for Event Entertainment: A Practical UK Planning Guide
Entertainment is often the last thing to get a budget line and the first thing guests remember. Here is how to plan what to spend, where to save and what to check before you book.