50 Questions to Ask A Wedding Venue
Questions to Ask a Wedding Venue
You've already landed the fiancé. Now it's time to nail down the venue.
The Haven at Tomales | Morgan McCanne Photo
Hey, we know (because couples tell us every day) that Here Comes The Guide is a fantastic resource to help you find the perfect wedding venue. But once you've narrowed down your list and scheduled some site visits, you gotta know what questions to ask!
To make this task easier, we've come up with this comprehensive list of questions to ask a wedding venue—before you put down a deposit. Scroll down to view it, and don't forget to download your printable PDF!
FREE WEDDING PRINTABLE | Questions to Ask a Wedding Venue PDF
There's nothing quite as satisfying as putting together a drop-dead *gorgeous* wedding binder to help you plan your big day in style. Which is why we've painstakingly written and designed these equal-parts-effective-and-attractive wedding planning PDFs.
Simply click the button below to download our Questions to Ask a Wedding Venue printable ↓
Before We Begin:
Overwhelmed? Don't be!
Yes, we've listed 50 questions here, but they're categorized into yummy bite-sized chunks to make this easier to read. Cherry-pick the ones that apply to you!
Feel free to personalize.
Add questions that relate to your particular event (e.g. "Can my dog be the ring bearer in my ceremony?" or "Are you okay with us setting up a wedding beer pong table?")
Keep the answers organized.
During your site visit(s), keep your notebook, planning binder, or the notes app on your phone handy so you can jot down the answers to all these questions. We've created this printable worksheet to help you do just that.
And our biggest tip: make sure to get everything in writing in your final contract!
Ready? Let's do this.
Como Park Zoo and Conservatory
The Basics
- What dates are available in the month I'm considering?
TIP: Some venues offer a discount for booking an off-season date or a Sunday through Friday wedding.
- How many people can this location accommodate?
- What is the rental fee and what's included in that price?
- How many hours does the rental fee include, and is there an overtime fee if I stay longer? We really like to party.
- How much is the deposit, when is it due, and is it refundable?
- What's the payment plan for the entire bill? What forms of payment do you accept?
- Can I have my ceremony here, too? Is there an additional cost?
- Are there changing areas for the bride, groom, and/or wedding party?
- Can we have our rehearsal dinner here? What about a morning-after mimosa brunch?
- How much time is allocated for the rehearsal?
- What's the cancellation policy?
TIP: Some places will refund most of your deposit if you cancel far enough in advance, since there's still a chance they can rent the space. After a certain date, though, you may not be able to get a refund—at least not a full one.
- What's your weather contingency (backup) plan for outdoor spaces?
- Do you have liability insurance?
TIP: If drunk cousin Steve gets injured during the dance party, you don't want to be held responsible—if the site doesn't have insurance, you'll need to get your own.
Le San Michele
Food + Drinks
- 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 hire my own caterer, is there a kitchen available for them?
TIP: Caterers charge extra if they have to haul in refrigerators and stoves.
- Is there a food & beverage minimum?
- What's the tax and service charge?
- Can we do a food tasting before we finalize our menu selection? Does it cost extra?
TIP: Be sure to ask if they'll accommodate dietary restrictions and/or food allergies. Usually it's no problem!
- Are tables, linens, chairs, plates, silverware, and glassware provided, or will I have to rent them myself or get them through my caterer?
- Can I bring in a cake from an outside baker or do I have to use a cake made on site?
- Is there a cake-cutting fee? If I use a cake made on site is the fee waived?
TIP: Sometimes if you ask if a friend or family member can cut your cake, they'll waive the cake-cutting fee for you. #discountsforthewin
- Can we bring our own wine, beer or champagne? What about hard liquor?
- Is there a corkage fee?
- Are you licensed to provide alcohol service?
TIP: Some venues (like wineries) aren't licensed to serve hard alcohol. You may need to get permission to bring in an outside beverage catering company if you like your booze.
- How is alcohol priced, and is there a bar minimum?
- Are there additional charges for bar staff?
Ogontz
Décor + Rentals
- Are we allowed to bring in our own decorations?
TIP: Keep the existing décor in mind when planning your own decorations so that they won't clash! And if your event is in December, ask what the venue's holiday décor will be. Because creepy Santa's NOT invited.
- Do you have an inventory of décor (lighting, candle holders, vases, etc.) we can borrow from?
- Can I move things around or do I have to leave everything as is?
TIP: Some venues have restrictions on whether or not you can hang things from the ceiling or on the walls. If you're obsessed with string lights, better check on this.
- Can we use candles/confetti/sparklers/fireworks/animals/lawn games/bounce houses/food trucks/insert your own fun-but- potentially-dangerous liability here?
- Do you have signage or other aids to direct guests to my event?
- Do you provide heaters and/or umbrellas for the outdoor spaces?
The Magnolia Venue
Vendors + Staffing
- Can I hire my own vendors or is there a preferred vendor list we need to stick to?
- Do you offer on-site coordination? What services are included?
- Can the venue accommodate a DJ or live band?
- What security services do you offer?
TIP: In general, you should have 2 security guards for the first 100 guests and 1 more for every additional 100 guests. #thatviplife
- Do you provide a coat check service?
- What time can my vendors start setting up on the day of the wedding?
TIP: Some venues host multiple weddings per weekend. Others just host one! If your venue does the latter, ask if you can start the setup the day before.
- Does the venue provide assistance getting gifts and/or décor back to a designated car or hotel room after the wedding?
MyMoon
Logistics
- Is there a separate space for cocktail hour?
- Do you have a sound system and/or microphones for speeches?
TIP: Check where the outlets are located in your event space, because that will help you figure out where the band can set up and where other vendors can hook up their equipment. You don't want the head table to block the only outlet in the room, right?
- Are there any noise restrictions?
- Is there parking on site and if so, is it complimentary? If not, where will my guests park?
- Are cabs/rideshares (like Uber, Lyft, etc.) easily accessible from the venue?
- If a shuttle service is needed, can you assist with setting it up?
- How many restrooms are there?
TIP: You should have at least 4 restrooms per 100 people. At least.
- What overnight accommodations do you provide? Do you offer a discount for booking multiple rooms—or a complimentary room or upgrade for the newlyweds?!
- If no accommodations are available, what are the nearest hotels to the venue?
TIP: Some venues have partnerships with local hotels that offer a discount if you book a block of rooms.
- Is the site accessible for people with disabilities?
- Do you have a recycling policy? We'd love for our wedding to give back.
The Ritz-Carlton, Half Moon Bay
Find Your Dream Wedding Venue with these resources:
We all know that what makes the perfect wedding venue is more than just the aesthetics—though good looks are, of course, a huge bonus. There are so many important details you’ll need to go over before you sign on the dotted line, from whether your venue of choice offers add-on services (like catering), to the proximity of the venue to lodging for your guests.
Ahead, we've compiled the key questions (recommended by wedding planners!) that you should ask about a wedding venue before making a final decision. Make sure that you're checking all of your planning boxes by bringing this list of 30 essential questions with you on your site visits.
Questions to Ask Wedding Venues About Pricing and Availability
- Is my date of choice available? If not, are there any surrounding dates available? Or do you have a waitlist for dates?
- How far in advance can I reserve my date?
- What are the rates for different days of the week and times (Friday, Saturday, Sunday; morning, afternoon, evening)? What about different seasons?
- How many hours are included in the rental of the space? How early can we arrive, and how late can we stay?
Ideally, you’ll want to be the only event on-site on your wedding day, as having other events happening can result in less setup time, limited venue access, and confusion for your guests. If you’re not guaranteed to be the only event that day, find out how much it would cost to do a complete buyout, as well as ask about how the staff handles having multiple events at once.
Questions to Ask Wedding Venues About Payment
- How much is the venue deposit?
- When do you need the deposit by?
- How do you structure the payment schedule?
- What is included in the total? Does it cover service charges, gratuity, and cleaning fees, or are those additional line items?
- What is the cancellation policy?
- When is the last possible date to make changes to our reservation?
- Do you require that we use wedding insurance?
Questions to Ask Wedding Venues About Vendor Teams
- Do you have a list of approved or recommended vendors we can use?
- Do we have to use your approved vendors? If not, are there limitations or guidelines we need to meet when bringing others in?
If your venue doesn’t require you to use their vendors, ask if there are any they recommend most highly. A vendor who is familiar with your venue will already know the quirks and challenges of the space, which will make your planning process that much easier.
Questions to Ask About Logistics
- Is the site handicap accessible?
- Are there noise restrictions?
- How many bathrooms are there? Will we need to rent additional portable restrooms?
- Is parking available on-site? How much space is there? Will guests be charged for parking?
Sometimes the use of parking is included in your site rental fee, sometimes it isn’t. If there is a fee and it isn’t covered by your rental, ask how much it would cost for you to pay for your guests’ parking for the evening.
Questions to Ask About Event Specifics
- What is the venue’s capacity?
- Do you have your own sound equipment and speakers, or will those need to be rented or provided by the entertainment?
- What is the backup plan for rain or inclement weather?
- Are there any décor restrictions?
- When can vendors arrive for setup?
- Will your staff be involved in setting up and breaking down the décor? In what capacity?
A venue like a hotel will usually have staff available to help arrange and set the tables, then help pack up any rented glassware, flatware, and dishes at the end of the night. Confirm exactly what the venue’s staff will be doing so you can pass that information on to your other vendors.
Questions to Ask About Food and Drinks
- Do you have an in-house caterer? If so, are food and beverages included in the venue rental fee?
- If there is not an in-house caterer, do we have to choose from a list of approved options, or can we hire our own caterer?
- Do you have a food and beverage minimum? What are the consequences if we don’t meet it?
- Do we have to purchase liquor through you, or can we source liquor elsewhere?
- If we can bring our own liquor onto the property, is there a corkage or service fee?
If your venue does allow you to buy your own alcohol, they may charge a fee to serve it on the property—which is still often much less than the price of ordering straight through the venue.
Questions to Ask About Production Staff
- Who will be our point person as we plan our wedding? Who will be our point person on our wedding day, and is this person an on-site coordinator?
- Can we meet them today?
50 Questions to Ask A Wedding Venue
30 Wedding Venue Questions You Should Be Asking
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