The following list of questions and tips will help you through your venue search. Use them as a guide while you’re talking with or reviewing a potential venue.
Make sure to get everything in writing in your final contract! Don’t forget to have a notebook, digital device or your planner handy so that you can record answers to all these questions.
- What dates are available around the time I am looking at?
- How many people can the venue accommodate, and in what seating style?
- What is the fee and what is included in that price? Is there a discount for booking an off-season day, or a “non-popular” day like a Friday?
- How much is the deposit, when is it due, and is it refundable? Do you offer a payment plan for the entire invoice?
- Can I hold my ceremony here, too? Is there an additional charge?
- Is the ceremony site close to the reception site and is there a bride’s changing area?
- Is the site handicap accessible? (To be asked if you have guests with mobility issues.)
- What’s the cancellation policy?
- What is your weather contingency plan for outdoor spaces?
- What are the exact times I will have access to the event space(s) ? Is there an overtime fee if I stay longer?
- Can I move things around and decorate to suit my purposes, or do I have to leave everything as is? Are there any decor guidelines or restrictions, for example, can I use candles?
- What time can my suppliers start setting up on the day? Is it possible to do setup the day before?
- How early can deliveries be made? How much time will I have for décor setup? Does the venue provide assistance getting gifts or décor back to a designated car, hotel room, etc. after the event?
- Is there an outdoor space where my guests can mingle, and can it be heated and/or protected from the elements if necessary?
- Do you have an in-house caterer or a list of “preferred” caterers, or do I need to provide my own? Even if there is an in-house caterer, do I have the option of using an outside caterer instead? If I bring inn my own caterer do they have access to the kitchen?
- Are tables, linens, chairs, plates, silverware and glassware provided, or will I have to rent them in?
- What is the food & beverage cost on a per-person basis? What is the tax and service charge?
- Can we do a food tasting prior to finalizing our menu selection?
- Can I bring my own wine, beer or champagne, and is there a corkage fee if I do? Can I bring in other alcohol?
- Are you licensed to provide alcohol? If so, is alcohol priced per person? By consumption? Are there additional charges for bar staff? Is there a bar minimum that must be met before the conclusion of the event? What is the average bar tab for the number of people attending my event?
- Are there restrictions on what kind of music I can play, or a time by which the music must end? Can the venue accommodate a DJ or live band?
- Is there complimentary parking on site?
- Do you offer an on-site coordination service? Is there an additional charge for these services?
- What security services do you offer? Do I need to hire my own security guards?
- Does the venue have liability insurance? In other words, if someone gets injured, is it for my cost, or does the venue cover it? Note – most wedding venues will include this in their costs.
