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The Questions You Should Ask Before Booking Your Wedding Venue

Updated: Jun 6, 2020

Before booking your wedding venue you should go through the questions below to gather the information you need prior to locking in the venue that is going to be the setting of your special day. It is important to have all the information you need before booking a venue so that you don't have any surprises or issues after the fact.






The questions to ask your Wedding venue:


General

  • Is your preferred date available?

  • How many guests can the banquet room accommodate?

  • What are their wedding packages and what is included?

  • What other events are going on at the venue on the same day?

  • Is there another event scheduled for your room at a different time during the same day?

  • How long are you able to have the room? 

  • What rooms are included? Bathrooms, bridal party rooms, lounge area, cocktail area, and coatroom?

  • Is there a designated smoking area?

  • Is an outdoor area included for a cocktail reception?

  • Is the room accessible for disabled guests?

  • Is there a secure area to store the wedding gifts?


Setting Up

  • What does a typical layout of the room on the wedding day look like?

  • Do they have photographs to show you of other receptions?

  • Can you come back and see it set up for another wedding?

  • Who is the main venue contact for day of wedding?

  • Is there anything you need to bring in that they do not have?


Decorations

  • When can you start decorating?

  • Are there decorating restrictions?

  • Can the centerpieces contain candles?

  • What do they use for table settings?

  • What decorations does the venue provide?

  • Do you have to provide your own place cards?

  • How many people can sit at one table?

  • Are there booster seats or high chairs available for children?


Food

  • What are the different ways the venue serves food? Buffet, family style, individual plates?

  • Do they provide in-house catering? If not, do they have a preferred list of caterers?

  • Can you arrange for a tasting?

  • Is there a cost for a tasting?

  • What does the venue provide for drinks with the meal?

  • Can they accommodate special diets?

  • How many choices can you offer your guests for meals?

  • How many wait staff will be provided?


Cake

  • Do they provide a place for the cake?

  • Do they provide a cutting knife?

  • Is there a cake-cutting fee?


Drinks

  • Does the venue have a liquor license to serve alcohol?

  • Does the venue provide the alcohol and bar service?

  • What drinks are included in the pricing?

  • Do they provide a cash bar or an open bar?

  • Does the venue hire the bartenders and is there a charge per bartender?

  • Do they charge for unopened bottles after the reception?

  • Is there a corkage fee?

  • Are there any restrictions on the type or quantity of alcohol to be served?

  • Can wine be given as a party favour?


Music/Dancing

  • Can you bring in a band or DJ?

  • What do they have for a sound system? Speakers, microphones, etc.?

  • When can the band or DJ set up?

  • How many people does the dance floor accommodate?

  • What time do they allow the music to play until?

  • What are the volume restrictions?

  • Where will the podium be located for speeches? (Check for available microphones, from either DJ or venue and I suggest wireless option)


Payment

  • What is the total cost and what is required for a deposit?

  • Do they offer payment plans?

  • What type of payment can they take – cash, check, credit card?

  • What is their cancellation policy?

  • When is the final payment due?


Insurance

  • What are the insurance requirements for you and your vendors?

  • Does the venue have its own insurance coverage?


Photography

  • Are there any photograph or video restrictions?

  • What suggestions do they have for locations to photograph?


Rain Back-up Plan (for outdoor locations)

  • Do they have outdoor covered areas such as canopies or tents in case of rain?

  • Do they have indoor space available if you need to move people outside to inside?

  • Do they have a generator for power outages?


Ceremony

  • Can the venue accommodate the ceremony?