Planning an event in Hilton Head is so exciting, but let’s be real – there’s a lot to figure out. Your venue coordinator is basically your new best friend through this whole process, so you want to make sure you’re asking the right questions from the start. The good news is that most coordinators have seen it all and genuinely want to help make your event amazing. Here are the questions that’ll help you get all the details nailed down.
What’s Included in Your Venue Packages?
This is the big one to start with. Some venues give you the whole package with tables, chairs, linens, sound system – the works. Others just give you the space and expect you to bring in everything else. You need to know exactly what comes with your rental fee so you can budget for the rest! Ask about things like setup and cleanup too, because those hours add up fast.
How Many Guests Can You Comfortably Fit?
Sure, the venue might say it holds 200 people, but is that with a dance floor? What about a buffet table? The capacity number can change a lot depending on how you’re setting up the space. Talk through your actual event layout with the coordinator so you know everyone will have room to move around and actually enjoy themselves.
What Are Your Weather Backup Options?
Hilton Head weather can be unpredictable, even during the nice months. If you’re planning an outdoor event, you absolutely need a Plan B. Find out what happens if it rains. Do they have an indoor space available, or will you need to rent a tent? And who makes the final call on moving things inside? You don’t want to be making that decision in a panic on your event day.
Can We Bring Our Own Vendors?
Some venues have a preferred vendor list, and some make you use their in-house caterer or bar service. Others let you bring in anyone you want. This can make a huge difference in your budget and your options, so ask early. If they do require certain vendors, find out if there’s any wiggle room or if those costs are built into the package.
What Time Can We Access the Venue for Setup?
You might think you’re renting the space from 6 to 10 PM, but that doesn’t help if your caterer needs three hours to set up. Ask when you can actually get in the door to start decorating and prepping. Also find out when everything needs to be completely cleared out by, because that cleanup time can sneak up on you.
Are There Any Noise Restrictions or Curfews?
Nothing kills the party vibe like having to shut down the music at 9 PM. Hilton Head has some areas with strict noise ordinances, especially in residential neighborhoods. Your coordinator should know exactly what the rules are and what time things need to wrap up. This is super important for weddings or any event where you want dancing and music!
What’s Your Cancellation and Rescheduling Policy?
Nobody wants to think about canceling, but life happens. You need to know what you’re on the hook for if something goes wrong. How much is the deposit, and is any of it refundable? Can you move your date if needed, and are there fees for that? Get all of this in writing so there are no surprises later.
Do You Have Parking Available for Guests?
Parking might not sound exciting, but try telling that to your guests when they’re circling the block for 20 minutes. Find out how many spots are available, if there’s overflow parking nearby, and if there are any costs involved. Valet parking can be a nice touch for fancier events, so ask if that’s an option too.
What’s Included in Your Liability Insurance Requirements?
Most venues require you to carry event insurance, and some want to be named on the policy. This protects both you and the venue if something goes wrong. Your coordinator can tell you exactly what coverage you need and might even be able to recommend providers. Don’t skip this conversation – it’s not fun, but it’s necessary.
How Do You Handle Day-Of Coordination?
This is where you find out who’s actually running the show on your event day. Will your coordinator be there the whole time, or do they hand things off to someone else? What exactly do they handle, and what are you responsible for? Knowing who to call when the caterer is running late or the sound system isn’t working will save you so much stress.
Your venue coordinator has dealt with hundreds of events and knows all the little details that can make or break your day. Don’t be shy about asking questions – that’s literally what they’re there for. The more you communicate upfront, the smoother everything will go, and the more you can actually enjoy your event instead of stressing about logistics. Hilton Head has some incredible venues, and with the right questions answered, yours is going to be fantastic.
If you’re ready to start planning your event in our beautiful Hilton Head Island venue, please click the button below!
