Behind the Venue Doors: Crucial Questions for Your Wedding Tour

Oh my laawwwwdd is choosing a venue hard nowadays. The options are endless, truly! Every year, around my area, I find out of at least 1-2 new venues that have opened up. How do you even know where to start!? These questions below can be a huge help when walking through your venues to ensure you know (or dad knows) exactly what you’re paying for when you sign that contract! Majority of couples have both their ceremony and reception at the venue. You will spend at least 12+ hours at this location so you’re damn straight you wanna make sure you’re asking all the right questions! Here are ways to get that ball rolling into some great conversations with your venue. And you know what… if they cannot answer these for you or seem irritated you’re asking all these questions, then right there is your red flag and helps make the decision even easier for you! Make them work for that money you are paying them!

Venue Details

• What is the COMFORTABLE capacity of the venue? (notice the word comfortable here. You can have a capacity, or a comfortable capacity meaning guests aren’t shoulder to shoulder the entire night)
• What all does the rental fee include? (good examples here can be rental decor, a one hour rehearsal the day before, etc)
• Clarify what’s included in the cost, such as tables, chairs, linens, etc. (Are there any additional fees you should be made aware of?)
• Ask about hidden costs like overtime charges, cleaning fees, or service fees.
• What is the deposit amount and payment schedule?
• What is the cancellation policy? ( No one wants to cancel or postpone their wedding, but it does happen. Know the terms in case you need to cancel or reschedule).

Availability

• How long can you use the venue on the wedding day? (can you pay for additional time | come in early / stay later)

Setup and Layout

• Can the venue accommodate your desired layout and seating arrangement?
• Are there restrictions on décor or setup?
• What is the policy on external vendors? (some venues limit you to their ‘preferred vendor list’ and do not allow you to choose your own outside vendor(s) not listed).

Catering and Beverages

• Do they offer in-house catering or allow outside caterers? (If in-house, ask to see sample menus and pricing).
• What are the beverage service options? (Inquire about bar services, including alcohol policies and corkage fees).

Logistics

• What is the parking situation for guests?
• Do they offer golf cart assistance if the venue is spread out?
• What are the accessibility options for guests with disabilities?
• Are there restrooms on-site and are they adequate? (this seems silly, but a good question nonetheless. You have 200+ guests and a single stall women & mens bathroom… that won’t work and make for unhappy and inpatient guests).

Staffing and Services

• Is there a venue coordinator or contact person on the day of the event? (KNOW the difference between a venue coordinator and wedding coordinator & ensure you talk this through then and there! You should not be misguided into thinking you have a full on coordinator to help you that day, when in reality, it is a venue coordinator there to help control the heat, empty garbages, move chairs, etc.)

• What is the policy on noise levels and music?

• Ask about any restrictions on music volume or end times.
• Are there tables and chairs provided, and are they included in the cost? (Confirm what furniture is included and if there are any additional charges. Some venues rent out their furniture at an additional cost).

Safety and Regulations

• What are the safety and emergency procedures? (Understand the venue’s protocols for emergencies. Will a venue staff member always be on site in case of an emergency?)
• Is there insurance coverage included or required? (Check if the venue provides insurance or if you need to purchase it separately).
• Are there any local permits or licenses needed for your event?

Final Details

• Can you have a final walk-through before the wedding day? (Tack on the question to ask how many visits you are allowed to have at the venue. Some limit or cap you out).

• What happens if there is inclement weather (for outdoor venues)? Discuss that Rain Plan and ensure you are just as happy with what that would look like, as you would be with the outdoor ceremony. 
• Ask to see their layout options. (Most venues will have a variety of layout options for you to be able to view and choose the one that best fits your guest count and overall vision).

The list could go on and on, but the points above are good topics to bring up at your initial consultation/tour with the venue that can help you gather all the information needed to make an informed decision!