Booking a venue is not only one of the most important steps in planning a wedding, but it should be one of the first boxes you check on your wedding day to-do list. The venue alone can account for anywhere between 30-50% of your entire wedding budget. Whether you have no idea where to begin, or you’ve had the location in mind since before you even met your partner, there are a lot of things to know before you lay down the cash for your venue.
Maybe you have a list of basic questions to ask:
”How much does it cost?” “How do payments work?” “How many people will it hold?” And the all important. “Is it available on my chosen date?”
But it’s possible that you might love a space, put down a (most likely) non-refundable deposit, sign a contract, and then realize that this is not the venue for you. Then you’re dealing with either not having the day your dreamed of or losing hundreds-even thousands-of dollars to switch venues.
Save yourself an unnecessary headache by going in with a list of questions that will not only ensure that you have booked the right location, but will also make the rest of your wedding planning a lot less of a headache.
1. What EXACTLY is included in the rental fee? Booking an all-inclusive venue is one thing, but lots of venues offer various options for use of their inventory, on-site planners or coordinators, and even decor. This will help you decide whether you’ll need to seek a third-party vendor for renting things like tables, linens, flatware, etc. Find out what is available to you, and be sure to ask if your rental fee includes access to the entire venue or if you’ll be sharing the site (and inventory) with another party.
2. Is the rental fee all-in or will there be additional fees? Additional fees might be cleaning fees, service fees, a security fee, decor rental, or anything that might contribute to a higher price than listed on their promotional material.
3. How many hours are included in the rental? This might seem like a simple question, but you should be aware of the exact amount of time you are renting, especially if the venue uses terms like “half day”.
4. When does your access to the site begin? This is an important thing to know, because even if you have booked the venue for a full day, you’ll need to know when you are able to arrive and need to leave the day of so you can notify not only your bridal party, but any vendors that will be on-site that day. They will need to know when they can begin set up/tear down, or when vendors can begin drop offs, etc.
5. How much of the site is customizable? This is a super important, but often overlooked question, especially on the first venue walkthrough. You see a beautiful site and you see the potential it holds for your big day, but after booking, you realize that the statue in the foyer cannot be moved or that the art on the walls of the reception hall can only be taken down with an additional fee. Before you book, see how much of the venue is able to be transformed for your wedding day.
6. What are the rain plan options? This only applies for weddings with either an outdoor ceremony or cocktail hour/reception, but it’s a pretty important question. This will let you know whether they have a plan built in, or if you’ll need to figure one out as a backup. It will also let you know if tent rental is something you need to consider.
7. Does the venue have a list of preferred vendors? Lots of venues will have connections that you don’t, and possibly even a discount for couples who book with their preferred vendors. This list can include photographers, videographers, caterers, florists, DJs, even bar service and entertainment.
8. Does the venue REQUIRE you to use only their preferred vendors? Not always, but sometimes venues may have requirements on who couples hire as vendors. Alternatively, ask if the venue requires insurance for outside vendors, so you can let your vendors know that information up front.
9. Do they have any hotel recommendations? Good to know if you are from out of town or if you’ll have guests coming in from out of town.
10. What is their alcohol policy? Fairly straightforward, but it will let you know if the venue holds a liquor license or if you’ll need to acquire one for the day. Each state is different, so it’s important to find out what is legally required if you want to pop bottles on your big day.
11. Are there quiet hours? If so, when? Depending on where your venue is located, neighbors might have an issue with the noise level of your party. Even a seemingly isolated venue might have local noise regulations to abide by, and if you want to party into the night- it might not be your ideal reception site.
12. What is the guest parking situation? This is something you’ll need to know, especially if there isn’t a traditional, designated parking lot.
13. How many power sources at the ceremony/reception site, and where are they? Like number 12, this doesn’t even have to be a question you ask the venue director, but it’s good to make note of it on your own during the tour and maybe take a few photos for reference.
14. How many bathrooms are available? This is a two part question, because you’re going to want to know how many bathrooms there are for your wedding guests, but also how many there are for your wedding party to use while getting ready.
15. How many electrical outlets in the bridal/groom’s suite? This is so important to know, but rarely asked because, honestly who is thinking about outlets while they are blissfully strolling through a beautiful venue with their new fiancé? Do your wedding day self a favor- check now and avoid a curling iron catastrophe later.
16. What is the COVID protocol? Different states have different requirements, and it’s important to know the onsite protocol at the time of booking AND how they might handle any future changes in protocol.
17. What is the state of the HVAC? Okay.. this one doesn’t apply to as many people outside of the south, and doesn’t have to rank super high on the list if you aren’t getting married in the summertime, but as a photographer who has been shooting an August wedding reception when suddenly the AC went out on a super crowded dance floor- it’s worth just asking if the venue has ever had issues with cooling the space.
18. Are booked dates transferrable? No one wants to think of the possibility of a cancelled wedding, but just in case you book your date and later decide to elope to Spain or switch dates because of the Super Bowl or something, it’s good to know the venue policy. It’s unlikely you’ll be able to recover the entire amount, but some venues allow couples to sell their packages to another couple. Knowing that information upfront may make any tough decisions down the road a tiny bit easier to make.
With a few additional questions in mind, and a clear vision of your ideal wedding day, it’s time to start comparing venues!
Happy planning :)
