41 Questions to Ask Your Wedding Venue

A. Availability and Booking

• Is our preferred date available? If not, what is the nearest available date?
• Can you hold the date for us while we consider our options, and if so, for how long?
• How many events do you host on the same day? Are we the only wedding that day, or will other events be running simultaneously in different spaces?
• What does the booking process look like? Deposit amount, timeline, and steps to confirm?
• What is your cancellation policy, and under what circumstances is the deposit refundable?

B. Capacity and Layout

• What is the maximum seated capacity for a dinner reception, and the maximum standing capacity for a cocktail event?
• Can you host both the ceremony and the reception on-site, and if so, in which spaces?
• If we are holding the ceremony outdoors, what is the rain or extreme weather contingency plan?
• Are all the spaces we are considering ours exclusively for the duration of our booking, or could other events be happening nearby?
• Is there a dedicated bridal suite or getting-ready room available from the morning of the wedding?
• Can we see a floor plan of the reception space with our guest count laid out?

C. Cost and Packages

• What exactly does the venue hire fee include? Does it include furniture, linen, in-house lighting, and staff?
• Is catering in-house, or can we bring an external caterer? If in-house, what are the per-head costs and menu options?
• Is there a minimum food and beverage spend, and what happens if we do not meet it?
• What additional charges apply? Are there any service fees, taxes, gratuity, corkage, or overtime fees?
• What is the payment schedule, and when is the final balance due?
• Are there discounts available for off-peak dates, weekdays, or shorter event hours?
• What is included in your standard wedding package versus what costs extra?

D. Vendors and Restrictions

• Do you have a preferred or exclusive vendor list? If exclusive, can we use outside vendors at all?
• Can we bring our own alcohol, and if so, is there a corkage fee per bottle?
• What décor is permitted and what is restricted? What about open flames, confetti, flower petals, hanging installations, and smoke machines?
• Are there noise restrictions, a hard end time for music, or a decibel limit?
• Can we arrange a site visit with our florist, photographer, and other vendors in advance of the wedding day?
• Do you have a preferred DJ or band, or are we free to book our own entertainment?

E. Logistics and On-the-Day Support

• Will there be a dedicated wedding coordinator assigned to us on the day, and will it be the same person we have been working with in the lead-up?
• What are the venue’s set-up and tear-down windows? When can our vendors access the space, and when must everything be cleared?
• How many members of staff will be on-site during our event?
• Is there a generator or backup power supply in case of an outage?
• What are the parking arrangements for guests, and is valet parking available?
• Is the venue fully wheelchair accessible throughout all the spaces we will be using?
• Is there a secure area for gifts, and where do vendors load and unload equipment?

F. Accommodation and Guest Experience

• Does the venue have on-site accommodation, and if so, how many rooms are available? Is there a room block we can reserve for guests?
• Is there a honeymoon suite or special room for the couple on the night of the wedding?
• What transport options exist for guests travelling to and from the venue?
• Are there nearby hotels you would recommend for guests, and do you have a formal partnership with any of them?
• Is there a quiet or outdoor area for guests who need a break from the main event?

G. Contract and Contingencies

• What happens if the venue has to cancel our booking? What are we entitled to in terms of a refund or alternative arrangements?
• What is your force majeure policy? What qualifies, and what does it mean for our deposit?
• What liability insurance does the venue carry, and what insurance are we required to hold as the couple?
• Can the contract be amended if our guest count changes significantly after signing?
• Who is our primary point of contact, and what happens if that person leaves the venue before our wedding date?