5 Questions to Ask Before Booking a Birthday Venue

Picking the right place for your child's birthday party means more than just checking if it's free on your date and fits your budget. Asking the right questions before you book can help avoid problems and make sure everyone has a great time.

What's Included in the Base Price?

Different venues price their parties in very different ways, which makes comparing them hard. Some places advertise low starting prices but then charge extra for things you really need, like:

Other venues include everything in one price: food, activities, decorations, and staff help.

Before you decide, ask for a clear list of what you get for the price. Specifically, find out:

Party Duration

How long is the party? Does this time include setup and cleanup? Some venues advertise a two-hour party but only give you 90 minutes with guests and expect you to set up and clean up in the remaining time. Others might give you full access for the entire time period with extra time built in for preparation.

Guest Count

How many children does the base price cover? Is there a minimum number you must pay for even if fewer attend? What's the cost for each extra child? Some venues charge per child while others offer flat rates for specific group sizes (like 10-15 children).

Food and Drinks

Does the package include food and drinks? If so, what exactly is provided? Is it just basic items like pizza and juice, or more complete options? Can you bring your own cake, or do they provide it? Some venues charge cake-cutting fees or require you to purchase their desserts.

Decorations and Supplies

Are decorations included? What about plates, cups, napkins, and utensils? Some venues provide basic solid-color supplies while others offer themed decoration packages for an additional cost. Knowing what's provided helps you understand what you'll need to bring or buy.

Staff Help

Will staff members help during the party? What exactly will they do? Some venues provide dedicated hosts who run games, serve food, and manage the timeline. Others simply provide facility access with minimal assistance. Understanding the level of help available affects how much work you'll need to do during the party.

Facility Access

Which parts of the venue can you use? Are certain attractions or areas off-limits or cost extra? For example, some play centers include basic play structure access but charge extra for special features like climbing walls or video games.

Getting all these details in writing prevents misunderstandings later. Many venues have brochures or online information that spells out package contents, but don't hesitate to ask for clarification about anything that's unclear.

What's Your Cancellation or Rescheduling Policy?

When you have kids, plans can change quickly. Children get sick, family emergencies happen, and weather can turn bad without warning. Before you sign anything or pay a deposit, understand the venue's rules about:

Cancellation Timeframes

How far in advance can you cancel and get your money back? Most venues have tiered refund policies—you might get a full refund if you cancel 30+ days before, a partial refund for 14-29 days, and no refund for less than 14 days. Some places keep your deposit regardless of when you cancel.

Rescheduling Options

Can you move your party to another date instead of canceling? Is there a fee for this? Some venues allow one free date change with adequate notice but charge for additional changes or last-minute switches.

Weather Plans

For outdoor venues or those with outdoor components, what happens if it rains or if weather makes the venue unusable? Will they help you reschedule, move to an indoor space, or refund your payment?

Illness Policies

What if your child gets sick right before the party? Some venues have special policies for illness-related cancellations, especially since the pandemic. They might offer more flexible rescheduling options if the birthday child is sick.

Venues with more flexible policies might cost a bit more, but they give you peace of mind—especially during cold and flu season or for outdoor parties. The small premium for flexibility can be worth it when dealing with the unpredictability of children's events.

How Do You Handle Food Allergies and Dietary Needs?

With food allergies affecting about 8% of children, and many families following special diets, this question matters more than ever. Good venues should have clear plans for:

Preventing Cross-Contamination

How does the kitchen keep allergens from mixing with safe foods? Do they have separate preparation areas or dedicated tools for allergy-friendly foods?

Common Food Restrictions

Can they handle common needs like nut-free, gluten-free, dairy-free, or vegetarian options? Are these alternatives available at the same cost or is there an upcharge?

Outside Food Policies

Can you bring special foods for children with dietary restrictions? Some venues have strict "no outside food" policies but make exceptions for medical needs, while others are more flexible overall.

Staff Training

Are staff members trained to handle allergy emergencies? Do they know how to recognize allergic reactions? Is there always someone present who knows how to use an EpiPen?

If your child or any guests have food restrictions, talk about these needs early in your planning—not just a few days before the party. This gives the venue time to make proper arrangements or lets you know if you need to find a more accommodating option.

What Safety Measures Do You Have?

Understanding how a venue handles child safety helps you decide if you'll need more parent helpers or can relax a bit during the party. Ask about:

Staff-to-Child Ratios

How many staff members supervise the children during activities? Industry standards vary by activity type and child age, but having this information helps you gauge supervision levels.

Facility Security

How does the venue ensure children remain safely inside and unauthorized people stay out? Do they have check-in/check-out procedures? Are there security cameras?

Emergency Plans

What happens in case of injury, fire, or other emergencies? Is there a first aid kit readily available? How do they contact parents if needed?

Parent Supervision Requirements

Are parents expected to stay and help supervise? Some venues require a minimum number of adults based on the number of children attending.

Venues that specialize in children's events should answer these questions clearly and show they take safety seriously. If a venue seems vague or dismissive about safety questions, consider it a red flag.

Can You Support Special Needs?

If your child or any guests have physical, sensory, or developmental needs, finding out about accommodations ahead of time is crucial. Ask about:

Physical Access

Is the entire venue wheelchair accessible? Are there ramps, elevators, or other accommodations for mobility devices? Are bathrooms accessible?

Sensory Considerations

Is there a quiet space where overwhelmed children can take breaks? Can music volume be adjusted? Are there areas with reduced visual stimulation?

Program Flexibility

Can activities be modified for different ability levels? Will staff members adapt their approach for children with special needs?

Staff Experience

Have staff members worked with children with various needs before? Do they receive any special training in this area?

Environmental Adjustments

Can lighting be adjusted if needed? Are there options to reduce noise or other sensory inputs that might be overwhelming?

How a venue responds to these questions tells you a lot about their experience with diverse groups of children and their commitment to making all children feel welcome and included.

By asking these five key questions, you'll get a much clearer picture of whether a venue is the right fit for your child's special day. The answers help you avoid surprises, budget accurately, and choose a place where all guests can have a wonderful time.