As a host, gathering comprehensive and accurate information about every booking is one of the most important steps you can take to ensure successful events. Most guests are honest and eager to share details about their plans, but having a systematic approach to collecting information helps you properly prepare your space, set appropriate expectations, and identify any potential issues before they become problems. The goal isn't to interrogate your guests, but rather to create a collaborative planning process that benefits everyone. When you ask thoughtful questions and encourage detailed communication, you're showing guests that you care about their event's success while also protecting your property and business interests.
While the vast majority of bookings proceed smoothly, learning to spot potential misrepresentation is an important skill that can save you from property damage, liability issues, and major headaches. This guide will help you develop effective communication practices with all guests while also recognizing warning signs that warrant additional attention.
Why is this your responsibility as a host?
You know your space better than anyone – its capacity limits, noise or parking restrictions, neighbor considerations, and what types of events work best. You're also the one who bears the consequences if something goes wrong, from property damage to noise complaints to potential legal issues. By taking an active role in vetting bookings, you protect your property, your business, and your relationship with neighbors while ensuring guests have realistic expectations.
Common red flags to watch for
Vague or minimal event descriptions are often the first warning sign. When someone books your space for a "small gathering" or "celebration" without providing specifics about the type of event, guest count, or activities planned, it's worth digging deeper. Legitimate events usually come with clear, detailed descriptions.
Mismatched event types and guest counts should raise immediate concerns. A "business meeting" for 80 people or a "photo shoot" requiring 6 hours and involving 30 people sometimes doesn't add up. Similarly, be cautious when someone books a large space for what they describe as a very small, intimate gathering – they might be planning something bigger than disclosed.
Last-minute bookings with unusual urgency can sometimes indicate someone is venue shopping after being turned down elsewhere or trying to avoid scrutiny. While legitimate last-minute events do happen, requests that seem rushed or evasive about details warrant extra attention.
Inconsistent communication is another red flag. Pay attention when a guest's story changes between messages, when they avoid answering direct questions, or when details don't align with their original booking request. Trust your instincts if something feels off about the communication pattern.
Unusual payment patterns or requests can signal problems. Be wary of guests who want to pay significantly more than your asking price without explanation, request unusual payment arrangements, or seem overly eager to secure the booking without asking normal questions about your space.
Essential questions to ask every guest
Start with the basics but dig into specifics. Ask about the exact type of event they're hosting, not just a general category. Instead of accepting a "birthday party," ask about the age group, whether it's a children's party or adult celebration, and what activities they're planning.
Get detailed information about attendance. Ask for the total number of people expected, including guests, vendors, photographers, caterers, and anyone else who will be on the property. Many guests forget to count service providers or additional attendees, so be explicit about including everyone.
Inquire about the timeline and setup requirements. Ask when they plan to arrive, how long the setup will take, what the actual event hours are, and when they expect to be completely finished and out of your space. Find out what equipment, decorations, or furniture they plan to bring.
Be direct about alcohol and substances. Ask specifically whether alcohol will be served, if guests will be bringing their own drinks, and whether the event involves any substances that violate any laws, might affect behavior, or create liability concerns.
Discuss noise levels and activities. Ask about music, dancing, amplified sound, or any activities that might impact neighbors. Find out if they're planning outdoor activities or if the event will extend beyond your main rental space.
Don't forget about special considerations. Ask about parking needs, whether they're hiring security, if children will be present, and if there are any aspects of their event that might be unusual or require special accommodation.
How to handle suspicious bookings
When something doesn't feel right, don't hesitate to ask follow-up questions. A legitimate guest will be happy to provide additional details and clarify any confusion. If someone becomes evasive, defensive, or refuses to answer reasonable questions about their event, consider that a major red flag.
Require detailed event information before accepting any booking. You have every right to understand exactly what will be happening in your space. If a guest can't or won't provide clear details about their event, it's better to decline the booking than risk problems later..
Consider requiring additional deposits or evidence of insurance for events that seem higher risk, even if they fall within your normal parameters. This extra layer of protection can discourage misrepresentation while providing financial protection if issues arise.
What to do if you suspect misrepresentation
If you have concerns about a booking before the event takes place, contact [email protected] immediately to report the issue. Our safety team can review the booking details and help you determine the best course of action.
If you discover during or after an event that the guest materially misrepresented their booking, document everything immediately. Take photos, save communications, and note any violations of your house rules or the details they provided during booking.
Contact us right away with your documentation. Under our zero-tolerance policy, guests who materially misrepresent their bookings forfeit any right to refunds and may face additional penalties. The sooner you report the issue, the better we can support you and prevent future problems.
Remember that protecting your space and maintaining clear boundaries isn't being difficult – it's being professional. Most guests appreciate hosts who are thorough and clear about expectations because it leads to better events for everyone involved.