When it comes to planning your wedding there are many important details to consider. This is especially true when booking your venue space. There is more to the perfect venue than just the aesthetic, the logistics really matter. Your venue should offer your non-negotiables while remaining within your budget. To get the most out of your venue tour prepare yourself with some questions beforehand. We’ve put together a list of the top 10 questions to ask before signing a contract
- Is the venue available on my desired date?
If you are committed to a specific date, you will have to find out if the venue has availability for you. If not, you’ll have to keep looking or be more flexible when it comes to selecting a date. If you target a month or a season rather than a specific day, you will usually have more options.
- What features does your space offer?
The style of a venue is arguably the most important part of making your decision. Can you picture yourself getting married here? Does the aesthetic align with your vision? Ensure you get the full tour of the venue. Take in all the features provided, whether it’s incredible interiors, acres of nature preserve, stunning views, architectural details, and so forth. It’s also important to note that some venues may already have décor built in that contributes to the aesthetic, while others are a blank slate that will require you to provide your own décor.
- Are outside vendors allowed?
It’s common for venues to practice restriction when it comes to vendors that are allowed to work on their property due to liability and the overall success of your event. Many venues offer a list of approved vendors for you to choose from. If this is the case, you’ll want to make sure that you’re comfortable with these vendors before booking. If it’s an all-inclusive venue, there may be a minimum amount you’ll need to spend on food and drink. Ask about what happens if you fail to meet the minimum, and if there are ways to tweak your menu to ensure you meet it. If your venue does allow outside caterers, make sure to ask if they have a kitchen or another area for your caterer to use. If you have your heart set on a specific caterer or DJ, this is something you’ll want to clear with the venue or continue looking until you find one that allows you to bring in outside vendors.
- Are there noise restrictions? What time can the event go until?
If you’re getting married outside, sometimes a venue will ask that only acoustic music be played, and/or amplified music stop at a certain time. If you are getting married at an estate or other neighborhood location, there may be noise restrictions which means all loud music must stop at a certain time. Find out if your venue is affected by this, and if not, what time you can host your event until. You will need to ask what time you must be out of your venue, so you can know when to start tear-down.
- What services are available to choose from?
Asking about amenities and services offered is one of the most critical questions to ask a wedding venue before booking. This can have a huge impact on not only your budget, but also whether you’ll need to bring in rentals, vendors, or a wedding coordinator to help organize. Some details you’ll want to inquire about include:
- If you’re having an outdoor wedding, ask if there is a backup plan/location if the weather doesn’t hold up
- Do they have their own locations for photos?
- What is the guest parking situation?
- Will there be other events occurring at the venue during my wedding?
- If you have guests travelling to the wedding, does the venue have an option for lodging onsite or are there hotels that they partner with to offer discounted rates?
- Does the venue supply tables, chairs, linens, dinnerware, etc.?
- Does the venue have a liquor licence? If so, is bar service provided? Can we hire our own bar service?
- Is there a sound system or does the DJ have to bring their own?
- Is there space to hold both the ceremony and the reception, or the other events of the weekend such as rehearsal dinner, welcome reception or farewell brunch
- How many restrooms are available?
- Is there a room for wedding preparation, storage or outfit changes?
- What are the details of your contract, such as regulations, refund policy, cancellation policy, payment schedule and insurance requirements?
Having a full understanding of the venue’s financial and insurance requirements, including what you’ll need to pay for a deposit and their refund or cancellation policies will prepare you and help you avoid any surprises. Most professional venues will provide a copy of their contract terms as a matter of full transparency before reservation. They want to avoid surprises as much as you do throughout this process.
- How long is the reservation term?
Knowing how long your rental at a venue is will help you plan further details, including vendor set up times, when your guests should arrive, and what time vendors need to start packing up. Venues typically charge overtime if you are not out in time, so this should be included in your questions to ask at each event space.
- Who will be my main point of contact during the planning process?
You’ll want to make sure you meet your point person before signing the contract. It will usually be a venue coordinator or catering manager. If you have hired a wedding planer or day-of-coordinator they will take the reins on this and handle all the communication with the venue. It is important that your point of contact person responds to requests in a timely manner, as this will be someone you will be communicating with throughout the planning process.
- Are there any additional fees?
There may be additional fees for things not included in the venue’s normal package, like cake cutting, corkage, bar staff, coat check or cleaning. Check these fees ahead of time so that nothing comes as a surprise
- Are there any other rules to be aware of?
All information regarding rules should be included in your contract. Many venues have a no-candle policy or restrictions with using confetti or sparklers, so it’s always a good idea to ask up front before getting your hopes up.