Questions to Ask Before Selecting Your Wedding Venue

Selecting a venue is one of the first and most important decisions that you and your fiancé will make in the wedding planning process. It can also be one of the most overwhelming decisions that the two of you make! Every venue has their own set of rules and guidelines for you to follow that will affect the rest of your wedding planning decisions, so it’s important to know what questions to ask before booking.Selecting a venue is one of the first and most important decisions that you and your fiancé will make in the wedding planning process. It can also be one of the most overwhelming decisions that the two of you make! Every venue has their own set of rules and guidelines for you to follow that will affect the rest of your wedding planning decisions, so it’s important to know what questions to ask before booking.

How many people can the venue accommodate?

This should be one of the first things you find out about your venue, especially if you are planning to have a large wedding. Every venue will have a maximum capacity, so make sure you know what that number is. If the venue offers both indoor and outdoor options, make sure to find out what the maximum capacity is for each situation.

Can you have the ceremony and reception there?

If you can have both the ceremony and reception on site, ask to see if there is an additional charge. Also, consider how close the ceremony and reception areas are to each other.

Is the venue handicap accessible?

Almost every venue should have handicap accessibility, or accommodations on site to help guests in need of extra assistance. Consider this when looking at parking and the overall flow of the event. Does the venue have elevators, golf carts, or other ways to help your guests around the venue?

Do they have arrangements for inclement weather?

Every venue should have an inclement weather plan, but make sure you ask and know what that plan is. There is always the possibility of rain or an unseasonably cold or hot day. In some situations, this could affect the number of people the venue can accommodate, or the overall flow of the wedding.

What is the parking situation?

Ask about where your guests will park, and if there will be any staff on site to help assist with parking directions. Be sure to consider how far away parking is for your guests, and ask if there will be transportation, like a golf cart on site, to help shuttle guests around the venue. If you are looking at somewhere in a city, determine where the closest parking decks are, and if there is a parking fee. You may want to consider providing shuttle transportation for your guests depending on the parking situation.

Will they be responsible for setting up and taking down your own personal decor?

Most of the time, venues will not be responsible for setting up or taking down any of your personal decor items. If in the rare chance that they will, make sure you know exactly who will be responsible for your items. In many circumstances, this job gets delegated to a staff member who is not sure of what or how the design should look. If you are working with an event planner, they will be responsible and make sure all of your decor is properly set up and accounted for at the end of the night.

When will you have access to the venue and for how long?

Ask when you will begin to have access to the venue and what time you have to leave. Many venues will give you an option such as 10 am to 10 pm, or 11 am to 11 pm. You should also ask if you have the ability to bring things the night before the wedding, such as your wedding and bridesmaid dresses, and when do things need to be picked up.  In some instances, you can come back the next morning to pick up some of your personal items and/or decor.

Do they have a vendor list?

If so, do you have to use their recommended vendors, or can you select your own? Ask if there will be a charge for going off of their vendor list.

Will there be other events going on the same day as your wedding?

This is important to know in regards to the timeline of your wedding day. This will impact the time in which vendors can arrive and set up, when deliveries can be made, parking, event set up, and event breakdown. Also, find out when and where the other events are taking place around the venue as this could impact the vibe and flow of your wedding.

When will vendors have access to the venue?

Is the venue flexible to when vendors can start to set up or have things dropped off? Is there a certain time frame in which things can be delivered? Is there the opportunity to have things dropped off the night or week before at the venue? For instance, tents are typically set up a few days prior to an event. Is there a fee for early access to the venue? This will be important information for your planner and vendors to know. Also, find out how long after the event the vendors will be required to leave.

What is included in the fee?

Find out everything that is included in the rental fee and what additional charges there may be for certain add-ons. Does the fee include tables, chairs, linens? Does it include catering? What is the deposit for booking, and is it refundable? Is there a cancellation policy or fee?

Is insurance or any other licensing required? 

Some venues will require you to get your own ABC license if you are serving alcohol at the event. Additionally, some venues will require you to get your own insurance for the event. You should also ask the venue what type of insurance they have, and you can request a copy of the policy.

Overall, your venue should be a place that you and your fiancé love, and a place you can envision yourselves enjoying your special day. In addition to the questions above, make sure to document and have everything in writing. Save all of the contracts and policies for your wedding in one place so you can easily reference them if needed. You should take pictures or videos of your venue so you can reference them during the planning process. Have your wedding planner keep in contact with your venue throughout the planning process to ensure nothing changes along the way!