From Capacity to Curfew: Key Inquiries to Make Your Wedding Day Unforgettable and Stress-Free.
Planning your wedding is one of the most thrilling yet intricate journeys you'll embark on. Amid the excitement of trying on dresses and tasting cakes, choosing the right wedding venue stands as a pivotal decision that sets the tone for your entire celebration.
As a bride-to-be, asking the right questions can make all the difference in creating a seamless and memorable experience. In this guide, we'll walk through the essential questions every bride should ask to make sure your wedding day is nothing short of perfect.
Costs & Contract - What you'll be legally bound to!
Asking detailed questions about costs and what’s included in the venue contract is crucial for avoiding unwelcome surprises. By knowing exactly what is covered, you can make informed decisions, avoid overspending, and ensure your special day stays within your planned budget.
Are there any additional or hidden fees?
Some venues may obscure the fact that their pricing excludes taxes, labor, and extra fees for setup, breakdown, and coordination. These hidden costs can significantly inflate your budget, adding thousands of dollars unexpectedly!
What is the tax rate and/or labor fees?
What exactly is included in the cost?
Your venue should be able to give you a line item sheet of everything that's going to be included.
Is a day of coordinator or planner included?
What furniture is included?
What set up and break down is included?
When is the deposit to secure our date due?
When is the remaining balance due?
Do you offer a discount or upgrade for us for booking multiple rooms?
If there is a place to stay on site, they may offer you a discount if your guests book a certain number of rooms or give you and your fiance an upgrade or discounted stay.
Do you have liability insurance? Do I need to get liability insurance?
Are there any financial minimums?
This may also show up as a guest count minimum but is incredibly important for managing your budget and cost expectations when selecting a venue.
Day of Expectations - What you can expect between now & the day of your wedding!
Clarifying details such as the timeline, setup responsibilities, and venue staff support helps you anticipate how your day will unfold. Knowing who handles specific tasks and what services are included ensures there are no last-minute surprises or misunderstandings.
Are there any other events (or other weddings) that will be taking place on the same day/weekend?
This is SO important - do not assume your venue is only hosting your wedding. Some venues will book multiple weddings on the same weekend or even the same day. My venue has two separate spaces, so they are available to book TWO weddings on the same day - fortunately for us, the spaces are very separated and even have their own parking lots and addresses.
Are we able to do a rehearsal the day before? & Can we have our rehearsal dinner here if we wanted to?
How much time is allocated for our ceremony rehearsal?
How early can we arrive on the day of? & How early can our vendors begin setting up?
This is so important for managing expectations. If you have an ellaborate set up or wish to use your venue for a first look or photos, make sure that your venue doesn't have any restrictions regarding timing.
How late can we stay?
Beware - some venues have a strict policy on when you and your guests must leave.
How often will we be in touch up to the day of?
The venue's property - Will it look the same when you arrive a year later? What can guests expect?
Inquiring about upcoming renovations, landscape modifications, or policy changes helps you understand how the venue might differ from your expectations on the big day. This foresight allows you to plan accurately and avoid any unexpected alterations that could impact your celebration's ambiance or logistics, ensuring your chosen venue remains the perfect backdrop for your special day.
Is there any construction, redecorating, or changes planned before, after, or around my date?
This is probably my biggest question because a lot can change in a year or two. If your venue plans on doing any changes or construction during your date, make sure your know exactly how this is going to look and affect your day.
Are taxis or ride shares available from the venue? Is there ample parking?
How are guests getting there? Can they park overnight?
Are there getting ready or dressing areas available for the bride and groom?
Can the venue accommodate a DJ/band?
Are we able to move things around in the venue?
If you have a specific vision in mind, is your venue receptive to changing things and moving their current decor around?
How many restrooms are there and where will they be?
Seems simple but is critically important for your guests.
Is the property private during my event or will other people potentially be on site?
If your venue is public property, make sure you understand if other people will still be able to wander around or if the property will be closed for your event.
Is there a separate space for cocktail hour?
What will be shaded vs sunny during the time of my event? (If outdoors)
What is the backup plan for rain or bad weather?
Where do guests usually stay?
Venue restrictions - Candles, decor & more!
Venues often have guidelines on decorations, lighting, and other details to maintain safety and preserve property integrity. By clarifying these restrictions upfront, you can plan your decorations accordingly, avoid prohibited items, and ensure your vision aligns with the venue’s policies.
Are there limitations on the decor we bring in?
Are open candles allowed?
Are there restrictions on things like lawn games, sparklers, or rice/confetti/etc?
A lot of venues have gone the sustainable path of not allowing confetti or rice to be thrown - again managing expectations.
Are there noise ordinances in place? If yes, what time?
This is usually a county mandated rule, so it may vary depending on your venue's location. Note, your venue does not have the ability to change this if it is regulated by the county. In my process, I found some counties had a strict 10pm or 11pm noise ordance.
Vendors vs. Venue - What's allowed & exclusive!
It's essential to ask questions about the relationship between vendors and the venue. Many venues have a list of preferred or exclusive vendors for catering, photography, or entertainment, which can limit your choices. Clarifying these arrangements upfront ensures you understand any restrictions and can select vendors that align with your vision and budget.
Are we required to use preselected vendors for anything? If so, what?
Are we allowed to bring in our own decor or DIY decor?
Can we supply our own alcohol?
Can we supply our own food or use our own caterer?
Can we do (free) tastings before finalizing our menu? (if the venue is also the exclusive caterer)
What is the average per person cost for catering / open bar?
Are there any food & beverage minimums?
Food and beverage minimums can be a sneaky way venues secure a financial minimum. These minimums can take out an additional huge chunk of budget you may not have planned for.
But Most Importantly...
In summary, when selecting your wedding venue, it's crucial to ask detailed questions about costs, day-of expectations, property changes, decor restrictions, and vendor relationships to ensure every aspect of your special day is well-planned and stress-free. While understanding these logistics is essential for a seamless celebration, the most important factor is that both you and your fiancé truly love the venue.
It should resonate with your style and feel like a perfect reflection of your personalities. A venue that feels like “you” will set the stage for a memorable and meaningful celebration, making your wedding day a cherished experience for you and your guests.
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