At most venues the smoking problem shows up the same way. A guest steps into a stairwell to vape, the detector trips, the alarm empties the room and the fire department arrives. Or a group gathers by the front door, and the next client's guests walk through a cloud of smoke on the way in.
A written policy prevents both. It tells clients and guests what is allowed, where, and what happens when the rule is broken, and it gives staff something firm to point to.
What Should a Venue Smoking Policy Say?
A venue smoking policy should state that smoking and vaping are prohibited indoors, name the designated outdoor area if there is one, cover cigarettes, cigars, e-cigarettes and cannabis, and list the fees for cleaning, damage or a triggered fire alarm. It should make the client responsible for informing guests and say how staff will enforce the rule. Local smoke-free laws vary, so the policy must at least meet what your city and state require.
Start With Local Law
Many states and cities ban smoking in indoor workplaces and public places, and many extend those bans to e-cigarettes. Some also restrict smoking near entrances, windows and air intakes, or on patios where food is served. Cannabis use in public or commercial spaces is often restricted even where cannabis is legal.
Your policy cannot allow what the law forbids. Check your city and state rules, your lease and your insurance requirements before you write it, since a landlord or insurer may set stricter conditions. If your venue shares a building or a lot with neighbors, ask them what has caused complaints in the past, since smoke drifting into a neighbor's window is a common source of friction.
Name the Designated Area, or Say There Is None
Guests will smoke somewhere. If you do not name a place, they will choose the doorway, the loading dock or the stairwell.
A good designated area is outdoors, away from entrances, air intakes and anything flammable, and far enough from neighbors to avoid complaints. Give it a bin for butts, decent lighting and a clear sign. If your building has no suitable spot, say so plainly so clients can tell their guests before the event.
- Outdoors and away from doors and windows
- Lit, with a proper receptacle for butts
- Clearly signed from the main exit
- Out of the path of arriving guests
Fees for Cleaning and False Alarms
Smoking indoors costs real money. Smoke and vapor can trigger detectors, and some fire departments charge for repeated false alarms or responses. Burns on carpet, linens and upholstery need repair, and odor removal may take specialist cleaning.
List the fees in the policy and the rental agreement so they are agreed before the event. Typical items include a cleaning or odor removal fee, the actual cost of any damage, and any charges from the fire department or alarm company if a detector is triggered by smoking or vaping. Charging the actual cost passed through to you is easier to defend than a large flat penalty.
Enforcement That Staff Can Use
A policy only works if staff can apply it without a confrontation. Give them a short script and a clear sequence.
Start with a friendly reminder and directions to the designated area. If the guest continues, notify the client's point of contact, who is responsible for their guests under the rental agreement. Repeated violations or any smoking that triggers an alarm can be grounds for asking the guest to leave, and the policy should say so.
Brief bar and security staff before every event with a crowd likely to smoke. Ask them to watch restrooms, stairwells and back corridors, which are where most indoor vaping happens.
Record every violation in the event notes, with the time, location and what staff did. If a fee ends up on the invoice, those notes are what you will show the client, and they also tell you which events and which parts of the building need more attention next time.
Sample Policy Wording
Adapt this with your attorney and your local rules.
"Smoking and vaping of any kind, including cigarettes, cigars, e-cigarettes and cannabis, is prohibited inside the venue and within 25 feet of any entrance. Guests may smoke only in the designated area at the north patio. The client is responsible for informing guests of this policy. Any cleaning, repair or fire department charges resulting from smoking or vaping will be added to the client's final invoice."
The distance in the sample is a placeholder. Use the distance your local law requires, or a reasonable one if the law is silent.
Make the Policy Visible
Put the policy in three places. Add it to the rental agreement, include it in the client planning packet, and post signs at entrances, near restrooms and at the door to the designated area. Ask clients to mention it in their event details if they expect smokers among their guests.
A rule guests hear before they arrive gets followed far more often than one they discover from a staff member mid-event.
Frequently Asked Questions
Can guests vape inside an event venue?
Usually not, since many smoke-free laws cover e-cigarettes, and most venues ban vaping indoors to protect detectors, furnishings and other guests. Check your local rules. Your venue policy can be stricter than the law.
Can a venue charge a fee if a guest's vape sets off the fire alarm?
Many venues pass through the actual charges from the fire department or alarm company, plus any cleanup cost, if the fee is written into the rental agreement. Agree on it before the event. Charging costs you can document is easier to defend than a large penalty.
Does a venue need a designated smoking area?
It is not usually required, but naming one prevents guests from smoking by doors and in stairwells. If your property has no suitable area, state that clearly in your policy. Local law may limit where an outdoor area can be placed.
Is cannabis covered by a venue smoking policy?
It should be named explicitly, since some guests assume legal cannabis is treated differently. Public consumption is restricted in many places even where cannabis is legal. Include edibles in your alcohol and substance policy if that matters for your events.
