Banquet Hall Booking – 30 Questions to Ask Before Signing the Contract

You have visited banquet halls, compared options, and identified your top choice. Now comes the step where more money is lost than at any other stage of event planning: signing the contract. A banquet hall booking contract is a legally binding document that governs your financial commitment, your event specifications, and your recourse if things go wrong. Yet most families sign after a cursory glance, trusting the sales manager's verbal assurances over the written terms. This guide provides the 30 essential questions you must ask – and get answered in writing – before you put pen to paper.

Every question in this list addresses a real issue that families have encountered at banquet halls across Delhi NCR. Some discovered Rs 50,000 in overtime charges they did not anticipate. Others learned that the food tasting menu bore no resemblance to the actual event-day menu. A few found out that their "confirmed" date was double-booked because the contract did not specify exclusive use. These are not theoretical risks – they are documented experiences that a thorough pre-booking process would have prevented.

Section 1: Contract Terms and Financial Commitment

Question 1: What is the total cost breakdown?

Do not accept a single lump-sum quote. Ask for an itemised breakdown that shows the per-plate rate (vegetarian and non-vegetarian separately), venue rental charge (if separate from catering), service tax and GST, bar/corkage charges, decor charges (if in-house decor is mandatory), valet parking charges, overtime rates per hour, and any other line items. The total of all line items should match the quoted figure. If there is a discrepancy, ask for clarification before proceeding.

At Tivoli properties, the per-plate rate is the primary pricing metric and includes catering, basic venue usage, and standard service. Additional items like premium bar packages, specific decor upgrades, and extended hours are quoted separately with clear line items. This transparency means you know exactly what you are paying for.

Question 2: What is the advance payment schedule?

Understand exactly when each payment is due. Most banquet halls in Delhi NCR follow a three-stage payment schedule: a booking advance (typically 10–25% of the estimated total) payable at contract signing, a second payment (25–40%) due 30–45 days before the event, and the balance (remaining amount) due 7–10 days before the event. Some venues require full payment 3 days before the event. Others allow a final settlement within 7 days after the event based on actual guest count.

Ask specifically: Is any part of the advance non-refundable? If you cancel 60 days before the event, what percentage is forfeited? Is the advance adjusted against the final bill or is it a separate non-refundable deposit?

Question 3: What is the cancellation and refund policy?

This is the single most important clause in the contract. Life is unpredictable: health emergencies, family circumstances, pandemics, and natural disasters can force cancellations. The cancellation policy determines your financial exposure.

Ask for the cancellation charges at each time interval: more than 90 days before the event, 60–90 days, 30–60 days, 15–30 days, and less than 15 days. Ask whether date changes are treated as cancellations or accommodated without penalty. Ask whether force majeure events (government-imposed restrictions, natural disasters, pandemics) trigger full refunds or are excluded.

A fair cancellation policy has graduated charges: perhaps 10% forfeiture for cancellation 90+ days out, increasing to 50% within 30 days, and 100% within 7 days. Policies that forfeit 100% of the advance regardless of timing are punitive and should be negotiated.

Question 4: What is the minimum guest guarantee?

Most banquet halls require a minimum guest guarantee – the minimum number of guests you commit to pay for regardless of actual attendance. If you guarantee 500 guests but only 350 attend, you still pay for 500 plates. This protects the venue from revenue shortfalls.

Negotiate this number carefully. Set it at 80–85% of your expected attendance, not your invite count. If you expect 400 guests, guarantee 320–340. This gives you a buffer for lower-than-expected attendance without overcommitting. Ask whether the guarantee can be adjusted (upward or downward) up to a certain date before the event.

Question 5: What is the overtime charge?

Banquet hall contracts specify a usage window, typically 4–6 hours for a single function. Overtime charges apply when your event exceeds this window, and they can be surprisingly expensive: Rs 25,000–75,000 per additional hour depending on the venue.

Ask for the exact charge per hour of overtime, whether overtime is charged in full-hour increments or prorated, and what the maximum permitted overtime is (some venues have hard stop times due to noise regulations or municipal permits). If your event is likely to run late (baraats are notorious for this), build 2 hours of potential overtime into your budget.

Question 6: What happens if I need to change the event date?

Date changes should be distinguished from cancellations in the contract. A date change means you are still holding the event at the same venue but on a different date. If the contract treats date changes as cancellations (forfeit advance, rebook at new rates), this is a significant risk.

Ask: Can the date be changed without penalty if the new date is within 6 months? Is the date change subject to availability? Do the pricing terms carry over to the new date or are they renegotiated? Is there a limit on the number of date changes?

Section 2: Food and Beverage Questions

Question 7: What exactly is included in the per-plate rate?

The per-plate rate should cover a clearly defined menu. Ask for the detailed menu card that corresponds to your quoted rate. It should specify the number of starters (veg and non-veg), main course items, breads, rice varieties, dal options, desserts, live counter options, welcome drinks, and any post-meal offerings (paan, mukhwas, tea/coffee).

If the menu card looks generic, ask to see the actual event-day menu that previous clients at your rate tier received. There should be no gap between what is promised at the tasting and what is served at the event.

Question 8: Can I do a food tasting before confirming the booking?

Reputable venues offer food tastings as standard. This is not a favour – it is a quality assurance measure that benefits both parties. During the tasting, evaluate taste, presentation, portion size, temperature, and service speed.

Ask: How many people can attend the tasting (typically 4–8 people are allowed)? Is the tasting free or charged? Can I taste the specific items from my selected menu, or is it a fixed tasting menu? Is the tasting conducted by the same kitchen team that will handle my event?

Question 9: What are the dietary accommodation options?

Modern events require diverse dietary options. Ask about Jain food preparation (separate kitchen area, no root vegetables), vegan options (beyond just removing dairy – genuine vegan menu items), gluten-free options, specific regional cuisines (South Indian, Rajasthani, Bengali for multi-community weddings), and children's menu options.

Question 10: Is there a separate bar package, and what does it include?

Alcohol service at banquet events is a significant cost centre. Understand whether the venue has a bar licence, whether you can bring your own alcohol (BYOB) and what the corkage charge is, what the standard and premium bar package rates are, whether the bar package is per-person or per-bottle, and what the serving duration is.

In Delhi NCR, corkage charges for BYOB range from Rs 500–1,500 per bottle depending on the venue. Some venues do not allow outside alcohol at all. Others include a basic bar package in the per-plate rate with premium upgrades available. Clarify this completely before signing.

Section 3: Decor, Vendors, and Event Logistics

Question 11: What is the venue's decor policy?

Some venues mandate their in-house decorator or a pre-approved panel. Others allow complete freedom to bring any decorator. The policy directly affects your creative options and potentially your budget.

If the venue has mandatory in-house decor, ask for portfolios of at least 5 recent events and get a detailed decor quotation in writing before signing the venue contract. If outside decorators are allowed, ask about any restrictions: wall mounting, ceiling attachments, floor coverings, flame/candle use, and whether there is an additional access charge for external vendors.

Question 12: Can I bring my own DJ, photographer, and other vendors?

Beyond decorators, ask about the vendor policy for DJs, live performers, photographers, videographers, makeup artists, and ancillary service providers. Some venues charge an "outside vendor fee" for each external vendor that uses the venue's power, space, or facilities.

Question 13: What time can decorators and vendors begin setup?

Setup time is critical for complex decor installations and large events. If your event starts at 7 PM but the decorator needs 6 hours for setup, they need access by 1 PM. Ask whether this setup time is included in your booking window or charged separately. Is there a dedicated loading dock or service entrance for vendor equipment? Can overnight setup be arranged for particularly elaborate installations?

Question 14: What is the policy on noise levels and music timing?

Delhi NCR venues must comply with local noise regulations, which typically restrict amplified music after 10 PM. Some venues in residential areas have stricter limits. Ask: What is the latest time for amplified music? Is there an indoor option where music can continue later? Does the venue handle the noise permission process or is that your responsibility?

Section 4: Infrastructure and Safety

Question 15: What is the power backup arrangement?

Ask specifically: Does the generator cover 100% of the electrical load including air conditioning? What is the switchover time (should be under 10 seconds)? Is the generator diesel or gas? How often is it tested? Has there been a power failure during an event in the last year, and how was it handled?

Question 16: Is the air conditioning adequate for full-capacity events?

Central air conditioning with adequate tonnage for full occupancy is non-negotiable for Delhi NCR events between April and October. Ask about the AC type (central plant preferred over split units for large halls), the total cooling capacity, and whether the system has been tested at full occupancy during peak summer.

Question 17: What are the fire safety provisions?

Ask to see the venue's fire safety certificate (NOC from the fire department). Check for fire extinguishers at regular intervals, clearly marked emergency exits, fire alarm systems, and whether the staff are trained in evacuation procedures. This is not just due diligence – it is a legal requirement that protects your guests.

Question 18: Is there CCTV coverage?

Security matters, especially for large events with expensive jewellery, gifts, and personal belongings. Ask about CCTV coverage in common areas, parking lots, and entry/exit points. Are the recordings stored, and for how long? Is security personnel provided by the venue or do you need to arrange your own?

Section 5: Guest Experience Questions

Question 19: What is the parking capacity and arrangement?

Count parking spots, not promises. Ask for the exact number of covered and open parking spots, whether valet parking is included or extra, the distance from the parking area to the hall entrance, and whether there is a separate entry point for VIP vehicles. At venues like The Tivoli New Delhi, valet parking is part of the premium service package, and the parking infrastructure handles large events without the roadside chaos common at smaller venues.

Question 20: Are there changing rooms and green rooms available?

Bride and groom need private, well-appointed spaces to prepare and change during the event. Ask how many changing rooms are available, whether they have private washrooms, vanity mirrors, and adequate lighting, how close they are to the main hall, and whether they are included in the booking or charged separately.

Question 21: What is the washroom-to-guest ratio?

An often-overlooked detail that significantly affects guest comfort. The standard benchmark is 1 toilet per 50 guests. A 500-guest event needs at least 10 toilets. Ask whether the washrooms are well-maintained with attendants during events, and whether there are separate facilities for the kitchen and service staff.

Question 22: Is on-site accommodation available?

For multi-day events and celebrations with outstation guests, on-site rooms are a major advantage. The Tivoli New Delhi offers 130 on-site rooms, Tivoli Heritage Palace has heritage rooms within the palace grounds, and Wedcation Ambala provides resort-style accommodation. If the venue has rooms, ask about rates, availability blocks for event guests, check-in/checkout flexibility, and room quality.

Question 23: Is the venue accessible for elderly and disabled guests?

Evaluate wheelchair accessibility, ramps, lift access for multi-level venues, accessible washrooms, and designated seating areas near exits for elderly guests. This is not optional for any family event – your guest list will include people with mobility limitations.

Section 6: Backup Plans and Insurance

Question 24: What is the backup plan for outdoor events in case of rain?

If any part of your event is planned outdoors (baraat, cocktail hour, pheras on the lawn), there must be a rain backup. Ask whether the venue has covered alternatives for all outdoor areas, how quickly the backup can be activated (within 30 minutes is ideal), and whether the backup space can accommodate the same number of guests.

Question 25: Does the venue carry event liability insurance?

Professional venues carry public liability insurance that covers accidents, injuries, and property damage during events. Ask whether the venue is insured, what the coverage amount is, and whether your event is covered under their policy or whether you need to arrange separate event insurance.

Question 26: What happens if the venue becomes unavailable due to unforeseen circumstances?

Structural damage, regulatory shutdown, or other force majeure events can make a venue unavailable. The contract should specify what happens in this scenario: full refund, relocation to an alternative venue, or date postponement. If the venue is part of a group like Tivoli Hospitality (with 10+ properties across Delhi NCR), the contract should ideally include a clause for relocation to a sister property if the booked venue becomes unavailable.

Section 7: Post-Event and Final Settlement

Question 27: How is the final guest count determined?

The final billing is based on the actual guest count or the minimum guarantee, whichever is higher. But how is the actual count determined? Some venues count plates, others count entry stamps, and some rely on mutual agreement. Clarify the counting method and whether you can have your own representative participate in the count.

Question 28: When is the final payment due?

Ask whether the balance is due before the event (based on guaranteed count) or after (based on actual count). If before, is there a reconciliation process after the event for any difference between guaranteed and actual guests?

Question 29: What is the dispute resolution process?

If something goes wrong – food quality issues, service failures, or billing disputes – how are complaints addressed? The contract should specify a dispute resolution process: direct negotiation first, then mediation, and finally arbitration or legal recourse. Ask about the venue's complaint handling process and whether they have a senior management escalation path.

Question 30: Can I get a single point of contact for my event?

Having a dedicated event coordinator who is your single point of contact for all venue-related communication simplifies the planning process enormously. Ask whether a coordinator is assigned, from what point they take over (at booking? 30 days before the event?), whether they will be present on event day, and whether they handle coordination with in-house caterers, decorators, and other venue vendors.

At Tivoli Royal Court, Okhla and other Tivoli properties, dedicated event coordinators are assigned to every booking, providing a single point of contact from the planning stage through event day execution.