Does AI really have all the answers?
Just a few years ago, venue shopping involved scrolling through Google results, opening a dozen tabs, and hoping the "Contact Us" form got a reply before your deadline. That's changed. Increasingly, planners are opening ChatGPT and just...talking through the whole thing: narrowing down requirements, comparing options, and prepping questions before they ever get a vendor on the phone. Personally, I've found myself turning to large-language-model (LLM) platforms more frequently for help with everything from vacation planning to relationship advice.
Used well, AI can save you hours of research. But used carelessly, it can hand you a confident-sounding list of options that fall apart the moment you actually visit the space or read the contract.
Today we're breaking down the exact questions to ask ChatGPT (or Claude, or whatever you're using) at each stage of venue shopping. Plus, a few things AI will never be able to answer for you, no matter how you phrase the prompt.
AI is genuinely useful for narrowing down options, structuring your requirements, and surfacing questions you hadn't thought to ask. It's fast, it's patient, and it won't get tired of you second-guessing your capacity numbers for the fifth time.
What it can't do is tell you whether a sales rep actually returns calls, whether the "recently renovated" ballroom still smells like fresh paint, or whether a contract clause that sounds standard is actually a red flag. Treat AI as a research assistant, not a decision-maker: a great tool for building the shortlist and prepping smart questions, not for signing off on the final choice.
Before you can evaluate any venue, you need to know exactly what you're looking for. Start here:
"What questions should I be asking myself before I start venue shopping for a [event type] with [attendee count]?"
"What's a realistic capacity buffer I should plan for beyond my expected headcount?"
"What accessibility requirements am I likely forgetting for an event this size?"
"What's the difference in venue needs between a [conference / gala / product launch / team retreat]?"
Getting specific here matters more than it sounds like it should. A vague prompt like "help me find a venue" gets you generic suggestions. A prompt with your headcount, format, budget range, and vibe gets you something you can actually act on.
How a venue treats you before you sign a contract is often a preview of how they'll treat you on event day. Ask AI to help you build a mini-evaluation process:
"What questions reveal whether a venue's staff is easy to work with?"
"What should I be watching for in my first few interactions with a venue's sales team?"
"Is there an in-house events team, or will I be working with outside contractors for setup and day-of support?"
Don't just take their word for it. This is worth testing yourself, not just asking about. Contact the venue directly and pay attention: How long did it take to hear back? Did they actually answer your specific questions, or send a generic brochure? A venue that's slow or vague during the sales process rarely gets faster once you've signed.
This is where AI really earns its keep. It's excellent at generating a checklist of costs you might not think to ask about.
"What hidden costs do venues typically not mention upfront?" (service fees, overtime charges, insurance, permits, AV surcharges, cleaning fees)
"What's a typical minimum spend or attendance guarantee, and how do those clauses usually work?"
"Are there setup or activation fees I should ask about before signing?"
"What should I get in writing versus what's safe to take on verbal confirmation?"
"What are common red flags in venue contracts I should watch for?"
One important caveat: AI is great at generating the checklist of possible costs. It's much less reliable on actual dollar amounts. Pricing varies wildly by market, season, and venue type, so always confirm real numbers with the vendor directly. Use AI to make sure you're asking about the right line items, not to estimate your budget.
"What should I look for in a venue for a [hybrid/in-person] [event type] of [X] people with [specific need, e.g. concurrent sessions]?"
"Can this type of venue typically handle hybrid events, or will I need to bring in outside AV support?"
"What technical specs should I ask about for a venue hosting a livestreamed event?" (bandwidth guarantees, backup power, dedicated AV access)
Again…don't just take their word for it. A venue can tell you the wifi is "great," but that's not the same as confirmed bandwidth for a few hundred devices streaming simultaneously. Ask for a live test during your site visit, the same way you'd ask for a product demo before buying software.
AI can't walk the space for you, but it can help you prep so you don't miss anything once you're there:
"What should I physically check during a venue site visit that isn't obvious from photos?"
"What questions should I ask during a walkthrough about loading dock access, noise restrictions, and setup/breakdown timing?"
"What's a good checklist for evaluating a venue's flow (how people will move between registration, sessions, and breaks)?"
Often overlooked, but worth asking about before you sign:
"What kind of reporting or data should I expect from a venue after the event?" (foot traffic, capacity utilization, entry/exit patterns)
"What security and data-handling practices should I ask a venue about if we're collecting attendee information on-site?"
This is the section worth bookmarking. No matter how good your prompts are, AI can't replace:
Local reputation. What other planners are actually saying about this venue right now…not what's in a five-year-old review.
The "feel" of the space. Natural light, acoustics, flow: things you notice standing in a room that don't come through in photos or floor plans.
Real-time availability and negotiation leverage. AI doesn't know what's actually open on your dates or what a venue might be willing to flex on to fill a slow month.
How a venue's team performs under pressure. The only way to really know is to talk to planners who've worked with them before. Or test it yourself during the sales process.
Copy, paste, and fill in the brackets:
"I'm planning a [event type] for [X] attendees in [city/region], with a budget around [$X]. We need [specific requirements, e.g. hybrid capability, breakout rooms, accessible entrances]. What questions should I ask a venue before signing a contract, and what red flags should I watch for?"
This single prompt will get you 80% of the way to a solid shortlist of questions; use the sections above to fill in anything it misses.
Booking the venue is half the battle. Once you've locked in the space, the next big decision is how you'll actually sell and manage tickets...and that comes with its own set of questions worth asking upfront. Check out our companion post: 20 Questions to Ask Before Choosing Your Event Ticketing Platform.
Ready to start selling tickets for your next event? Schedule a no-pressure call with a Passage event expert. We'll get everything set up for you, so you can focus on creating a spectacular experience for your guests.