Questions to Ask Your Wedding Venue Before You Book
You’ve found your dream venue. It’s gorgeous and has every backdrop you’ve imagined for photos. It has the perfect spot to get married. You can just see you and your partner saying your vows there.
But there’s a lot more to deciding if a venue is right for you than simply seeing what it looks like.
Obviously, you need to know if your desired wedding date is available, but you need to know if the price is right, if they can accommodate your guests, if you have to use specific vendors and a whole lot more.
Here are all the questions you need to ask before you book a wedding venue.
Date
Your first questions should be whether or not your desired date is available. If you’re flexible with your date, you may also consider asking if there are parts of the year when it doesn’t cost as much.
Don’t forget to ask:
Is our wedding date available?
Can we be put on a list to book if our date opens up?
Price
Price is probably one of the first things you’re wondering about. A lot of factors go into the price. There’s a rental fee for the space itself – which can fluctuate based upon the day of the week and time of year – along with a slew of additional fees depending on any extras you choose. You may pay additional fees for anything from using certain chairs and table coverings to decorations and the number of guests you invite.
If food and bar services are available through the venue, that’s another conversation altogether; a large chunk of your budget will go toward food.
In summary: Make sure you have a very clear understanding of everything you’ll be paying for.
Don’t forget to ask:
How much is it to reserve the space?
How much will it cost for extras, including food, bar, and help setting up?
When is payment due?
How many hours is the rental?
Can we pay extra to rent the space for longer?
What is your cancellation policy?
Guest Capacity
You might not have a list of who you’ll invite to the wedding just yet, but you might have an idea of how big you think your guest count will be. Find out if the venue can accommodate the number of guests you’re (roughly) planning to invite.
Sometimes event spaces have a couple of different rooms available to accommodate different wedding parties.
There’s always the chance you’ll fall in love with a venue and you’ll adjust your guest list to accommodate the space.
Make sure the venue also has space for all your needs. For example, you might want to have your ceremony, cocktail hour, and reception in separate spaces. Some venues might not be able to accommodate that.
Don’t forget to ask:
How many guests does the space hold?
Does the venue have separate spaces for our different events?
Can the layouts in each space be rearranged?
Catering and Vendors
Wedding venues sometimes have a list of preferred vendors or vendors you absolutely have to use. They may also do catering in-house. Make sure you understand what they require and get a ballpark estimate of what you’ll be paying.
There’s a long list of questions you need to ask about the food, but you can get into the nitty-gritty details after you’ve booked the venue. For now, you may just want to get an idea of cost and whether you need to find a caterer or not.
Don’t forget to ask:
Are there restrictions on vendors we can use?
Do you do catering?
Do you have contracts for outside vendors?
What is the average cost per-plate?
Do you offer tastings?
What does the menu look like?
Can you accommodate dietary restrictions?
What time can vendors set up?
Can we bring in outside food or beverages?
Can you serve alcohol?
Backup Plan
It’s crucial you talk about a backup plan with the venue if you plan to get married outside. Weather is completely unpredictable; you never know if it’s going to be a heat wave, raining or blizzarding outside. You need to find out what the venue can do for you if this happens.
Venues typically have a backup plan, but make sure you see the space. There’s a chance you might not like the way they set it up. Or, you could feel like your guests will be too crammed in the space.
Don’t forget to ask:
What’s your backup plan?
Can we see how the backup spaces are set up?
Amenities
There are a ton of questions you’ll need to ask your vendor about its amenities. This includes everything from ensuring the space will be comfortable for your guests to finding out if there are nearby accommodations.
Some venues might have everything you need onsite, like tables, chairs, linens, a sound system, and even decorations. Other places require you to rent everything.
Don’t forget to ask:
Are the facilities climate-controlled?
Do you spray for mosquitos?
Is there a sound system?
Do you have microphones or does my DJ need to bring everything?
Do you provide linens?
Do you work with any photographers or videographers? Can you recommend anyone?
Do you have tables and chairs?
Are there hotels nearby?
Is transportation offered?
Can guests park overnight?
Is the facility ADA-compliant?
Are there plenty of restrooms?
Do you provide decorations?
Are there spaces designed for children?
What is the lighting like? Is it dim or fluorescent?
Do you have liability insurance?
Support from the Venue
It’s nice to have support from the venue. Sometimes there will be an onsite coordinator who will help with the event day-of. Sometimes the coordinator will help you plan throughout the entire process, from the moment you book the venue to the moment you leave the venue for your honeymoon. If you’re relying on the extra help, make sure you find out what they can do for you.
Don’t forget to ask:
Is there an onsite coordinator that will help plan the wedding or coordinate the day-of?
Will you coordinate a wedding rehearsal?
Does staff set-up and tear-down?
Will anyone help with decorating?
When can we start decorating?
Does someone help with sound?
Find the Best Wedding Venue
In the pursuit of your ideal wedding venue, it's easy to be captivated by its visual charm and envision your special day unfolding against its backdrop. However, beyond the aesthetics, there lies a crucial checklist of questions to ensure the venue aligns with your needs.
Before sealing the deal, the pivotal questions to ask your wedding venue span various facets essential to your celebration's success, from fees to extra amenities.
It’s a great idea to have a notebook with you at every venue you tour. Take notes so you don’t forget anything. Ensure your dream wedding venue not only matches your vision but also fulfills the practical requirements crucial for an unforgettable celebration.
Don’t forget to check out the best wedding venues in Central Minnesota!
