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Looking for the perfect venue is not a simple task, but knowing the right questions to ask will help you navigate through these unchartered waters with ease. In the end, you will feel confident in knowing that you have selected the perfect place to say “I Do”.
Here is the list of Must Ask questions when visiting wedding venues:
1. What dates are available in the month I am considering?
Tip: If the venue has every Saturday available in the month you would like to get married, do not use this as a excuse to postpone a contract. Dates fill up quickly, and procrastination could cause you to miss out.
2. How many guests can your venue comfortably accommodate with a dance floor dinner reception style?
Tip: Ask to see sample floor plans and remember the following table accommodations:
60″ Round – 8-10 guests
72″ Round – 10-12 guests
8′ Rectangular – 8 guests (10 if seating guests at ends)
6′ Rectangular – 6 guests (8 if seating guests at ends)
3. May I hold my ceremony here as well, and is there a ceremony fee?
4. Are there dressing rooms for the wedding party? If so, how many people do the rooms accommodate? Also, do you have a separate dressing room for my band?
5. What is the rental fee and what is included? For instance, complimentary rehearsal day/time, tables, basic linens, and chairs are included in some venue spaces.
6. What is the payment schedule and is what is your cancellation policy?
7. How long will I have use of the event space I reserve? Is there a charge for extra hours?
8. Are there decoration guidelines/restrictions? May I use real candles or sparklers?
9. What time may my vendors enter the space for setup on the day of the wedding? Is it possible to start the setup the day before? How early can deliveries be made?
10. Can the venue accommodate a live band?
11. What time must my event end? Do you have a noise ordinance?
12. Is there parking on site? If so, is it complimentary? Do you offer valet parking, and what is the charge? If there is no parking on site, where will my guests park?
13. How many guest restrooms are there? TIP: You should have at least 4 restrooms per 100 guests.
14. What security services do you offer? Do I need to hire my own security guards, or does the venue staff them? What charges will I be responsible for?
15. Does the venue have liability insurance or will I need to provide my own? For info on insurance, check out WedSafe Wedding Insurance.
16. May I hire my own vendors, or must I select from a preferred vendor list?
17. Do you have an in-house caterer or a list of preferred caterers?
If the venue does offer in-house catering, you may want to ask:
- What is the average food & beverage cost per-person? What are the tax and service charges? Is there a food & beverage minimum that must be met?
- May we do a food tasting prior to finalizing our menu selections? If so, is there an additional charge?
- May I bring in a cake from an outside cake baker, or must I use a cake made on the premises? Is there a cake-cutting fee?
- May I bring my own spirits, wine, beer or champagne, and is there a corkage fee?
- Do you provide bartending services? If so, what is included in your bar packages? Is alcohol priced per person or by consumption? Are there additional charges for bar staff? Is there a bar minimum that must be met before the conclusion of the event?
18. What overnight accommodations do you provide? Do you offer a discount for booking multiple rooms? Do you provide a complimentary room or upgrade for newlyweds? What are the nearest hotels to the venue?
19. What is your weather contingency plan for outdoor weddings?
20. Will there be a venue staff member present during my wedding? How long will they stay on property during my event? What will be their role for the evening? Will they be available to my wedding planner in the event of an emergency?
If you really love the venue, ask the representative to put together a proposal with all the pricing and policies—including the tax and service charge—so you have an idea of the final costs involved.
Pay attention to the venue as a whole: Check out everything, including the restrooms, the foyer, the dressing rooms, the outdoor lighting and even the kitchen. You want to be sure your wedding vision can come to fruition at this location. If possible, make arrangements with the site representative to visit the venue when it’s set up for a wedding.
Get everything in writing. Your date is not officially reserved until you sign a contract, and in many cases, give a deposit—even if a site contact says that your date is on hold. Once you’ve found the perfect place to say “I do”, make sure you ask what is required to get your booking locked in, and then follow through on satisfying those requirements. Before you sign a contract, read the fine print and make sure it includes everything you and the on-site coordinator agreed on. If there are any changes made to your agreement, make sure that you have those changes in writing and signed by all parties. Also, document all your conversations in email, copy your wedding planner, and save your correspondence.
