Top Questions to Ask Before Booking a Private Bar in London, According to a Venue Manager
Ah, the pure joy of a party!
Nothing quite like the buzz of friends, family, or colleagues coming together, sharing laughs, and enjoying the fun. The clinking of glasses, the conversations, and the overall sense of celebration create great memories.
The live music, unique drinks, or simply the crowd—bars in London offer versatility to cater to any celebration.
However, planning the ideal party is more than just choosing a venue.
Can you keep the music going into the early hours? Who will be your point of contact? Is the layout flexible? These are just a few of the vital questions to ask when booking a private bar in London.
To help you navigate this, we’ve turned to Ellie Millington, venue manager at Exhibit Bars in Balham. Ellie shares her top 10 essential questions before booking a private bar in London.
Let’s dive in for a smashing event success!
1. What are the capacities of the space?
When planning your event, always consider the capacity of the venue. While the venue’s page typically lists capacity, confirming with the venue manager is always a good idea. Some seating arrangements or space configurations require more room, reducing the available space for guests.
Keep in mind that there will inevitably be dropouts and guests who can’t make it. It’s often better to opt for a slightly smaller space than you initially think.
If you’re worried about lower attendance on the day, check with the venue manager about flexible seating and furniture arrangements. Can they easily adjust the setup to accommodate fewer guests? This flexibility can save you from the awkwardness of a half-empty venue.
To avoid overbooking and overspending, encourage your guests to RSVP.
This helps you gauge the actual number of attendees and can prevent you from spending any extra ££ on a venue that’s too large. The savings can then be allocated to other areas of your event, like drinks and entertainment, making the overall experience even better for your guests.
Related: How Much Should You Pay for a Bar in London?
2. What are your non-negotiables?
Start with your event priorities. While you might have added dozens of favourites to your Tagvenue list, focus only on venues that can deliver on your must-haves. An outdoor space is ideal for a summer event to avoid that cramped feeling.
Similarly, you’ll likely want to play your playlist or that of the guest of honour for weddings or birthday parties. Confirm that your chosen venue allows this before finalising your booking.
However, be prepared to compromise and negotiate. Otherwise, you might miss out on some excellent deals.
For example, you might find a perfect venue that doesn’t allow outside music but offers an amazing DJ service included in the package. Most bars have specific policies regarding music, alcohol, and other details, so be sure to discuss these in advance to avoid any surprises.
Related: How to Score the Best Deal at a London Bar: Insider Tips from Venue Managers
3. Are you flexible on dates?
You might find more competitive pricing if you’re flexible with your event dates. Always ask venue managers if their rates vary based on the day of the week or time of year. For instance, booking a week before Christmas will likely cost more than booking a month earlier.
To save money when hosting a party at a bar, consider scheduling your event during off-peak times. This helps you stick to your budget and ensures you get more value for your money.
Discussing date flexibility with venue managers can lead to better deals and more options for your event.
Related: Top Tier Venues, Verified and Vetted by Real People & Event Experts
4. Ask for menus
Are you looking for a fully seated meal, canapés, or bowl food? Some bars can customise their menus for your event, so discuss all menu options and possibilities before finalising your booking.
Are you seeking a specific cuisine or theme? Bars are often willing to tweak their menus so your event stands out and your guests are satisfied.
However, keep in mind that some bars might not provide catering services. The easiest way to get the necessary information is to talk directly to the venue manager. See what they are willing to offer or alter to meet your needs before booking.
5. Ask about licence requirements
Each venue has different licensing requirements. Just because one bar closes at 2 AM doesn’t mean they all do. Some spots might also require food to be purchased with drinks. Clarifying these details before proceeding with your booking is crucial.
If you want the party to last longer but the bar closes at 2 AM, you’ll need to find another place to continue the festivities, which might not be ideal for your guests. Discussing this with the venue manager will help you understand the limitations and avoid any last-minute surprises.
Related: Just Published! 10 Awesome Bars You Can Hire in London Now
6. Who will be the point person on the day of the event?
Imagine arriving at the venue only to find out the staff isn’t aware of your event requirements. Avoid this disaster by confirming that an event or venue manager will coordinate with you on the day. Get their contact details for any event requirements or changes.
7. Can you adjust the bar layout for the event?
Think of the seating and furniture arrangement as the stage for your event’s story. How the space is set up can transform the atmosphere and impact your guests’ experience.
Whether you’re planning a dynamic team-building session or a romantic wedding reception, the layout should reflect your vision.
8. Is the bar planning anything special for that time of year—e.g. a Winter Wonderland or Summer Terraces?
Why does this matter? If the bar is hosting a seasonal event like a Winter Wonderland or Summer Terrace, you could save on décor costs. The venue’s theme often includes coordinated decorations, food, and drinks, which can be a budget-friendly bonus.
Additionally, it’s a good idea to find out if other rooms at the venue will be hosting other events at the same time. This helps you gauge whether your event might face disruptions or overlaps with other in-house activities.
Related: The Ultimate Checklist for Choosing a Venue (#5 Will Save You Time and Money!)
9. Does the venue have any entertainment?
Entertainment is the heartbeat of any great party. Does the venue offer its entertainment options? Ask if they have in-house DJs or if you can bring your own.
Some bars come with their entertainment setups, making it easy to keep your guests engaged without the hassle of booking artists and performers yourself. Some venues have a resident DJ, and you might prefer to use their services. Others might be open to letting you bring your own.
Plus, if they’re willing to recommend artists and performers they’ve worked with before, you could score a great deal and save on costs. It’s worth exploring these options to ensure your event has the atmosphere you aim for!
10. How experienced is the bar in hosting such events?
When it comes to hosting events, experience is key. Venues that regularly handle event hires tend to have a smoother operation, ensuring your event goes off without a hitch.
If your favourite bar has a track record of hosting countless birthday parties, you can bet they’ll know how to make your BFF’s celebration unforgettable.
But don’t overlook venues with less experience. Sometimes, a less seasoned venue might be eager to go the extra mile, personalising every detail to make your event special. They may offer a fresh approach and extra enthusiasm that can be equally impressive.
Bonus Tip
Check out the bar’s reviews to get a sense of what to expect. See what past guests have to say about their experience. You can read reviews on Tagvenue or look up more on Google for a broader view.
Use Ctrl+F to search for specific feedback on things that matter to you, like the event setup, food, or service. This quick trick will help you find the necessary info and guarantee the venue meets your expectations.
Bar Hire Checklist
Here’s to a Fantastic Event!
The secret to a successful event at a bar is asking the right questions and doing some homework. Don’t hold back—ask venue managers everything you need to know.
Those who are enthusiastic about guiding you through every detail and ensuring your event is flawless will be invaluable.
On the flip side, if a venue is slow to respond or seems less interested, it might not be the best fit for a standout experience.
Start by curating a list of 5-10 bars you like. Once you have your favourites, dig deeper with your questions and narrow down your choices.
With this approach, you’ll set the stage for a truly memorable event where everything clicks into place!
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