Your NYE Party Booking Checklist – Ask These 11 Questions Before Choosing Your Venue

If you’re anything like JLo and waiting for ‘that night,’ it’s time we start planning. And by planning, we mean getting your hands on the best New Year’s Eve (NYE) venue ever. 10,9,8 let’s get the checklist rolling!

Whether you’re planning a private NYE dinner party or want to dance all night and wait for the midnight countdown, everything starts with choosing the right venue.

Can you accommodate 100 guests? Will kids have food options at that venue? Can you decorate the venue? So many questions and so little time to think of all the aspects of an amazing NYE venue.

Luckily for you, We’ve made a checklist (yeah, we love our lists) of questions and things to consider when booking your New Year’s Eve venue. 

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Special thanks to Melanie Helen, Founder of Cranberry Blue, one of the leading Luxury Event Planners in London   & Ellie Millington, Head of Sales and Events at Exhibit Bars, who shared some top NYE venue booking tips with Tagvenue.

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1. Is the Venue’s Location Easy to Access?

First, before planning that big NYE bash, you want to ensure that your shortlisted venues are accessible to everyone. Consider asking the following questions:

• Are there good transportation links to that area or venue?
• Is everyone comfortable traveling to the venue?
• Will there be parking facilities for those traveling by car?
• Are there any accommodation facilities at the venue?
• Are adequate parking facilities available, either at the venue itself or somewhere nearby?
• If necessary, can a shuttle service be arranged?

If your guests are staying over at a nearby hotel or party apartment, they might not mind traveling to the venue. However, for those who need to travel from one city to another for a couple of hours to party, it might be inconvenient to travel long distances, especially if drinks are involved. 

Here’s what Ellie Millington, Head of Sales and Events at Exhibit Bars, London has to say about venue location:

Have you ever been to Central London during New Year’s Eve? Chances are, if you’re anywhere near the center, you won’t be able to get anywhere on time.

The streets surrounding Waterloo and central London are closed due to the large fireworks display. So, the most important thing to do is to plan ahead. This will ensure you have guaranteed entry and access to your event.

Moreover, it is highly recommended that you avoid the city and ensure your transport home is much more accessible/cost-effective. Locations such as South London and London outskirts host more cost-effective parties with just the same party vibe!

Ellie Millington, Head of Sales and Events at Exhibit Bars

2. Does the Venue Require a Permit for Late-Night Events?

• Does the venue need a specific license for hosting events, especially those involving alcohol or loud music ? 

If you are hosting an NYE soiree for the first time, you might not know that all venues do not have party permits or allow late-night events. It often depends on the venue’s location, type, and local regulations. Not every venue has these permits, so it’s important to check.

• What about noise restrictions?

Venues in residential areas might face strict noise ordinances, limiting how late an event can go.

• What are the operating hours on New Year’s Eve?

Some venues, like restaurants or event spaces, may have fixed closing times, while others may be flexible with late-night hours if properly licensed.

Discussing the license requirements (if not mentioned in the venue description) with the venue manager is best. Better be safe than sorry!

💡Pro tip: Larger venues, clubs, and purpose-built event spaces are likely to have the necessary permits for late-night events, whereas smaller venues may not. 

But that’s not all.

 Melanie Helen, founder of Cranberry Blue, recommends asking if the venue opening hours can be extended and, if so, until when and what is the additional cost. First-time event planners should also consider whether or not the venue has a smaller space that can be hired or used as an after-party space.

3. Can the Venue Space Layout Be Changed for My NYE Event?

Okay, let’s say you want to throw a dinner party followed by a dance party and need your venue to either give you the option of hiring two spaces for your event or reconfiguring the space after the dinner for you to have enough space for dancing. Will the venue be able to accommodate your requirements, or will you have to hop to the nearest club to hit the dancefloor?

• Can you enlarge the available space (for example, by placing a tent against an outer wall)? 

The same applies to drinks. Some guests love chilling by the bar after dinner, and some venues will allow you to use the common bar or access a fully stocked bar in the same room. 

Discuss all possibilities before confirming your booking. 

💡Pro tip: Be careful not to book venues that are too large. If necessary, place screens or curtains to make the space seem smaller. Guests often feel lost and uncomfortable in large (open) spaces.

4. Does Your Venue Align with My Theme?

• Does the chosen theme match the venue?

For example, if you’re hosting a champagne party, does the venue have an alcohol permit or the right ambience?

Your NYE venue will determine, to a large extent, the atmosphere, attractiveness, and appeal of your event theme. In other words, the venue can be a hit or miss. 

• Can some changes be made to the venue decor to recreate the desired atmosphere? 

Most Tagvenue spaces will work with you to turn the hired room/s into something close to your ideal event idea—they will try to recreate your NYE party dreams, so be ready to negotiate, discuss, and compromise. 

Visit the venue when another event is taking place so that you can assess the possibilities and limitations of the event space.

💡Pro tip: A blank canvas venue will be easier to decorate and configure as you like if you decide to go the DIY route and take care of the decorations and event setup.

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Related: Top NYE 2025 Party Themes to Kickstart the New Year in Style

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5. Does the Venue Offer NYE Packages?

While you may already have a laid-out plan, you can save some bucks with existing venue packages.

Several spaces on Tagvenue offer personal packages, holiday packages, or corporate packages for events, and even if some venues don’t, our venue managers can whip up some packages for your special event. 

Per-person packages tend to be on the cheaper side while allowing your guests to fully enjoy a dedicated service with exclusive access to drinks and food. 

Melanie Helen of Cranberry Blue suggests asking how the packages compare to a ‘regular’ time of the year to understand the venue pricing and transparency.

6. Does the Venue Have All the Facilities that You Need?

Every venue has its own list of facilities, and while you will likely not need 100% of those facilities, chances are that some of them will be required. The following checklist is useful to ensure your dream venue is well-equipped for your NYE gathering.

• Is the venue accessible for the physically-challenged?

Is a toilet available for wheelchair users? Are there obstacles, such as too many stairs? Is there a lift?

• Are there enough toilets in general?
• You should count on at least 1 toilet for every 50 guests. 
• Is there a cloakroom (particularly in colder regions)?
• If not, is there a space that you can transform into a cloakroom?
  
• Does the venue have audiovisual facilities and a sound system you can use?

Do the venues have lighting and/or tech/staging available for the event planners to use as part of the venue to help keep costs down? Similarly, lounge furniture can be an essential part of an event setup. So, make sure to ask about these elements.

Melanie Helen, Founder of Cranberry Blue

• Are the heating and air-conditioning systems adequate?
• Are there good internet connections and a wifi hotspot that guests can use?
• Are there sufficient emergency exits, fire extinguishers, a first aid kit, etc.?

Remember to pay close attention to security, particularly when hosting larger parties.

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Related: How Tagvenue Makes Sure You Only Book the Best, Verified Venues for Your Events

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7. Can I Decorate the Venue as I Like?

• Are confetti, balloons, or bubbles allowed at the midnight celebration?
• Are candle flames allowed in the hired space?

Most venues do not allow guests to use glue or elements that might damage the property. It’s important to know how you can decorate the space if you decide to go the DIY route or if the venue can provide any assistance in decorating the space.

 Check with the venue for any decorations restrictions or guidelines and create a layout or plan to visualize how everything will come together.

• Do they provide centerpieces or decorations for the table? Does the venue have a preferred event decorator?

If they do, ensure you or the venue can coordinate with florists, rental companies, etc., for a smooth setup.

Melanie Helen, founder of Cranberry Blue, also mentions the importance of checking whether fireworks are allowed at the hired venue and if a preferred supplier should be used.

Are you allowed to organize fireworks (venue/location permitting, of course), and if so, do you need to use one of the venue’s preferred suppliers? Alternatively, would you be allowed to use pyrotechnics inside, subject to providing all the necessary health and safety documents?

Melanie Helen, Founder of Cranberry Blue

8. Does the Venue Provide Entertainment?

• Are activities provided appropriate for all guests, particularly kids?
• Ask if dedicated spaces can be provided for different activities.
• Is there a specific time for the activities?

New Year’s Eve event activities can vary greatly depending on your event’s theme and attendee demographics, but booking the right entertainment — especially music — can be a game-changer. 

Booking a reputable DJ or a fun band is a great way to liven up the event company event. Luckily for first-time party planners, many Tagvenue spaces provide karaoke rooms, live comedy shows, DJs, and other entertainment. 

💡Pro tip: Consider easy-to-host activities like year-in-review trivia, New Year’s photo booth, Name that tune (best songs of the year), Countdown to the ball drop, and karaoke if you have a limited timeframe. 

9. Can the Venue Customize the Menu?

• Do they provide vegan/vegetarian or gluten-free options?
• Can non-alcoholic drinks be provided? 
• Can the venue arrange for food bowls, canapes, afternoon tea, brunch, or sit-down meals?
• Can a thematic menu be curated for your event?
• Can champagne or sparkling cider be served at midnight?

The food you’re serving can make or break your event, especially when hosting a soirée where attendees may be drinking. You want to come up with exciting, thematic ideas for your food and beverages, but you must keep your guests’ dietary needs and preferences in mind.

Depending on when your event company event begins and your venue’s size, you might serve small bites or arrange food bars rather than preparing for a full, sit-down dinner. Some fun suggestions include milkshake bars, mini burgers or hot dogs, food trucks outside the venue, a fondue bar, bagels and spreads for midnight brunch, a caviar and raw bar, ice cream, and a sundae bar. 

Once you decide on the theme and atmosphere of your NYE party, you can finalize which ones you would like to include at your party and check whether or not the idea is feasible at the venues of your choice. 

10. Will There Be Dedicated Staff for My NYE Event?

On a night like NYE, your guests will likely want the service at the venue to be extra special, which means partygoers should spend less time waiting for their food/drinks or coat check when leaving. 

Ensure that the venue can cater to your crowd’s needs. If you are a small group of 10 booking a private dining room, chances are that the venue staff will be able to cover all your event needs. Larger events like dance parties require extra staff and flawless coordination to avoid unpleasant situations.

Always check that the venue bar is full and that there are enough bartenders on hand to serve all of your guests.

Similarly, a coat check jam can start at the end of the event when most people are ready to leave at the same time. Increasing coat check attendants towards the end of the night can avoid the hassle so that your attendees leave with a smile. 

💡Pro tip: The host and their close friends or family members can help with smoothening the process as they will be familiar with the venue. For instance, they can help with the coat check to speed up the waiting time.

11. At What Time Does the Venue Close?

Most NYE venues close after midnight due to the countdown; however, restaurants might close earlier. So it’s super important to discuss in advance what time the last order was taken for drinks and food.

Some guests will likely show up later, and you would want them to leave with something to eat or drink. So, make sure to know all the details to communicate them to your guests. 

A New Year’s Eve party for adults typically begins between 6 pm and 8 pm, but you may want to begin and end earlier for a children’s event.

Here’s to a Wonderful New Year!

Happy New Year! Bonne année! ¡Feliz Año Nuevo! E ku odun, eku iyedun! However you celebrate, make sure you’ve booked the right venue and that you start the new year with a bang! 

Dinner parties, afternoon teas, dance parties, or playing video games all night. It’s your party and your style of welcoming the new year.

If you think of any other crucial aspects of your event that were not mentioned in our list, make sure to discuss them with the venue managers before finalizing your booking.

Still not ready? Check out these resources for some extra help:
Party Planning Checklist: A Step-by-Step Guide to Putting on an Awesome Event