15 questions to ask before booking a function room

The room

1. Is the room fully private, or shared with other customers?
2. What's the capacity for my layout: standing, seated or mixed?
3. Is there step-free access to the room and an accessible toilet?
4. Is there a private bar for our room?

Why it matters: a "function room" can be a fully separate suite or a corner of the main bar. Access is often only partial, with a basement or first-floor room that has stairs while the main bar is step-free.

Food and drink

1. Do you provide food, and can we see the menus and prices?
2. Can we bring our own food or cake, and is there a fee?
3. Can you cater for dietary needs and children?

Why it matters: many pubs and bars don't allow outside food, while most halls expect you to bring your own. Some venues have a minimum number of guests you must cater for.

Timings and rules

1. What time can we get in to set up, and when do we need to be out?
2. How late is the bar open?
3. Can we bring a DJ or our own music?
4. Are there any rules on decorations, such as confetti or candles?
5. Are children allowed, and until what time?

Why it matters: these are the things that cause arguments on the night. Get the answers in writing.

Money

1. Is it a hire fee, a minimum spend or a price per person, and what's included?
2. How much is the deposit, and is it refundable?
3. When do you need final numbers, and what if they change?

Why it matters: terms vary a lot. One pub we list refunds in full if you cancel 30 or more days ahead, half at 7 to 30 days, and nothing within a week. Another takes a non-refundable deposit on booking.