Event Planner's Complete Guide to Valet Services
Everything event planners need to know about booking valet parking. Timing, budgeting, venue coordination, and vendor management for professional events.
As an event planner, you coordinate dozens of vendors for every event. Valet parking is one of the most impactful yet often one of the last to be booked. This guide covers everything you need to know to integrate valet seamlessly into your events.
When to Book Valet
Booking Timeline
- 6+ months ahead for peak-season weddings (May-October Saturdays)
- 3-4 months ahead for holiday parties and corporate galas
- 1-2 months ahead for standard corporate and social events
- 2-4 weeks minimum for any event (less is risky)
You might also be interested in Valet Communication Protocols: Guest Interaction and Team Coordination Standards.
Events That Always Need Valet
- Any event over 100 guests at a venue with limited parking
- Black-tie and formal events regardless of size
- Venues in urban areas, historic properties, or estate settings
- Events where guests are traveling from out of town
What to Include in Your Valet RFP
When requesting quotes, provide:
- Event date, time, and duration including setup and teardown windows
- Venue name and address with parking lot details
- Expected guest count and estimated vehicle count
- Event type (wedding, corporate, social, fundraiser)
- Special requirements (VIP parking, shuttle coordination, ADA needs)
- Budget range if established
Evaluating Valet Companies
Look for:
- Insurance documentation (garage keeper's, general liability, workers' comp)
- References from similar events at similar venues
- Professional appearance and uniform standards
- Technology capabilities (digital tickets, vehicle tracking)
- Communication responsiveness during the planning process
- Contingency plans for weather, emergencies, and staffing issues
Day-of Coordination
Pre-Event
- Confirm final guest count and timeline with valet company
- Walk the venue with the valet captain to confirm staging areas
- Ensure valet signage is placed and visible
- Coordinate with other vendors on arrival timing
During Event
- Valet captain should be your single point of contact
- Monitor the valet operation during guest arrival
- Address any issues immediately through the captain
- Coordinate departure timing with the event timeline
Post-Event
- Ensure all vehicles are retrieved and the area is clean
- Review service with the valet captain
- Process payment per contract terms
- Provide feedback for future events
Budgeting for Valet
Valet typically represents 2-5% of the total event budget. For a $20,000 event, expect $400-$1,000 for valet service. For a $100,000 gala, budget $2,000-$5,000.
Your Valet Partner
Open Door Valet works with event planners as a trusted vendor partner. We understand event timelines, venue coordination, and the standards professional planners maintain.
Related Articles
- Valet Parking in Rain: Professional Protocols for Wet Weather Service
- Valet Technology Trends in 2026
Contact us to become a preferred valet partner for your events.
