The client assumes "venue" includes things it does not

Publish the list, not the adjective

"Fully equipped" tells a client nothing and protects the venue from nothing. The useful artefact is a literal inventory: how many round tables, how many chairs of which kind, whether linen is included and in which colours, how many glasses per setting, what the kitchen will and will not plate, whether there is a lectern and whether it has a microphone. It reads as unromantic and it removes the entire class of argument that begins "we assumed".

The two lists are not opposites

Included, available at a charge, and not available at all are three categories, and most venues publish only the first. The middle one is where the revenue is and where the surprise lives: a client who learns on the day that chair covers are chargeable feels overcharged, while the same client told in advance simply decides. Write all three columns and the conversation becomes a choice rather than a complaint.

What the client brings has consequences the venue knows about

Outside flowers arrive at a time somebody must let in. A hired photo booth needs a socket and a floor space. A cake from a domestic kitchen raises a question about allergens that the venue cannot answer and should not imply it can. None of this is a reason to refuse; all of it is a reason to say it in writing before the client has paid a third party.

An assistant can state the list and must not vary it

Reading out what is included, what costs extra and what is not possible is exactly the work: it is factual, it is the same every time, and it is asked at nine in the evening. Agreeing that something can be added, waived or swapped is not - that is a coordinator's decision with a cost attached. The design that works says both parts in the same breath: here is the list, and here is who can change it.