On a tour, everyone is friendly and the room is clean and quiet. It is easy to leave with a good feeling and a head full of questions you forgot to ask. A checklist keeps you calm and helps you compare halls on the same terms. Print this one, or keep it on your phone.
What to bring
- A notebook or a notes app, and a pen.
- Your draft guest list and the date or dates you are considering.
- A tape measure, or the measuring tool on your phone.
- The person who will notice what you miss, such as a parent, a partner or a friend who has planned a party.
- Your decorator or planner, if you already have one. They will ask what you would not think of.
- A phone for photos and short videos. Ask first, and take pictures of the outlets, the doors and the ceiling too.
What to look at
- Restrooms: how many, how far from the main room, how clean and whether they are easy to reach for everyone.
- Power: where the outlets are, how many, and whether a DJ, a band or a photo booth could plug in without long cords across a walkway.
- Lighting: can it be dimmed, are there bright spots that wash out a stage, and what does the room look like with the lights low?
- Floors, walls and ceiling: what can you hang or attach, and what is off limits?
- Tables and chairs: what comes with the room and what condition they are in.
- Doors and exits: where they are, and whether they stay clear once the tables are set.
What to listen for
Stand in the middle of the room and clap once. A long echo means hard surfaces, which can make speeches and music harder to follow. Ask where speakers usually go and whether there is a built-in system or a spot for a DJ. Listen, too, for noise from outside: a road, a neighboring building or an air system that hums.
Kitchen, catering and loading
- Is there a kitchen or serving area, and which caterers are allowed to use it?
- Where do vendors park and unload, and how far do they carry things to the room?
- Is there a door wide enough for large decor, a cake or a sound system?
- Where could the buffet or serving tables sit without blocking the way to the restrooms?
Parking and walking routes
Walk the route your guests will walk, from the street to the door and to the restrooms. Notice the surface, the lighting after dark, any steps and the distance. Ask how many vehicles fit, whether parking is free, and where a family can be dropped off. If you have relatives who use a wheelchair or a cane, walk it with them in mind.
Tour at the hour your party would happen. A room that looks bright at noon can feel very different at nine at night, and a parking area can be hot or dark when you least expect it.
Weather and outdoor space
- Is there shade, a cover or a place to cool off if it is hot?
- If you want a ceremony or photos outside, where does everyone go if it rains or the wind picks up?
- How does the hall handle heat and cold with a full room?
Photo spots
Ask the photographer in your family, or your own, what makes a good backdrop. Look for a wall or a corner that can hold a decorated backdrop, a staircase or entrance that suits a grand arrival, and a place outside with soft light near sunset. Ask whether photographers may arrive early to scout the space.
Questions to finish with
- What are the exact hours, including setup and cleanup?
- How is a date held, and for how long?
- What rules should I know about candles, confetti, smoking and cooking?
- May I have the contract to read at home?
- Who will be my contact between now and the event?
Visiting Vaqueros
At Vaqueros, the hall holds up to 300 guests and is open from 12 PM to 3 AM. Outside vendors are welcome, tables and chairs are included, and parking is free for up to 300 vehicles. Book a tour, bring your list, and take your time.