20 Must-Ask Questions for Choosing the Perfect Wedding Venue
You have found the perfect partner, and now it is time to search for the perfect venue! As an Alabama Wedding Planner, I am well versed in understanding the questions that need to be answered in order to help our clients make the best decision when it comes to choosing their perfect venue! Of course, you want your wedding venue to match your aesthetic and style! Additionally, you want to make sure that the space will work logistically as well! As you are searching for the venue of your dreams, make sure to include these 20 must-ask questions to help you make the most well informed decision:
Logistics and Availability
Is your desired wedding date available? For most couples, they might not have a specific date in mind, but they do usually know what time of year that they want to get married. When booking a wedding venue, this should be one of the first questions you ask if you have your heart set on a certain time of year! Some venues like Oak Meadow Event Center, an Alabama Wedding Venue, have their available dates right on their site!
How many hours are included in the rental period? Wedding days are long, with hair and makeup needing to start early in the day. Make sure you understand when the venue will be open to the wedding party/guests AND to the vendors. Sometimes, those hours can differ. Additionally, you need to understand the time that the wedding needs to be over versus when the vendors need to be out after clean up. Usually, vendors need at least an hour for cleanup, depending on the size of the event.
How many guests can the venue accommodate? This is a big one! You need to know the max capacity the venue can hold. And here is the tricky part… including your vendors. If you are planning a large wedding with 150 to 300 guests, that could require 15-20+ vendors alone. Make sure you are including those vendors in your max capacity. Additionally, max capacity for indoor weddings versus outdoor weddings usually varies. Be sure to take note.
Are there any restrictions on noise levels? We all love a live band or a DJ, but the neighbors might have an issue! Be sure to ask the venue if noise will be a problem!
Is the venue easily accessible for elderly or disabled guests? This one is especially important if you have family or friends that need these accommodations.
Costs and Payments
What is the rental fee, and what does it include? Understanding what all is included in the rental fee is crucial! Depending on what is and is not included, will likely determine the vendors you will need for your wedding day!
Are there any additional fees? (e.g., cleaning, security, overtime) My personal opinion is that additional fees need to be baked into your price. However, that is not always the case. Some venues have additional fees on top of their rental fee. Make sure to ask about additional fees before committing.
What is the deposit amount, and when is the final payment due? Understanding the pay schedule can help you get organized and better prepare you for when those payments are due! Additionally, make sure to ask about the payment methods they accept.
What is their cancellation policy? READ THE FINE PRINT! This is where a wedding planner can flex their expertise, as they look at and negotiate contracts on a regular basis.
Services and Staffing
Does the venue provide tables, chairs, linens, or other furniture? This is a big one! All of these additional items and furniture can add up quickly if the venue does not supply them.
Do they have an in-house coordinator or point of contact for the day of the wedding? Make sure you understand their responsibilities. Most venues will have an on-site manager for the day of your wedding. THIS IS NOT A WEDDING PLANNER/COORDINATOR. Their main goal and responsibility is to manage their venue. Having a wedding planner or coordinator is crucial, as their main focus is making sure the day runs smoothly and you are well taken care of!
Are setup and breakdown services included in the fee? This one is often forgotten! In my option, if the venue owns the items they are renting or supplying, they need to be responsible for setting it up, flipping the space, and breaking it down. Not all venues agree.
Is parking available on-site, and are there additional charges for valet or shuttles? Seems like an obvious answer… but you would be surprised!
Vendor Policies
Do they only work with a preferred vendor list, or can you bring your own vendors? There are pros and cons to both! Just make sure you understand their policies before you secure your own vendors!
Do they require you to use their in-house caterer or bar services? I actually do love an in-house caterer and bar service, especially with the venues who have it down to a science! The Witt House and Pursell Farms do a really fantastic job in that area!
If outside catering is allowed, are there any restrictions or additional fees? For instance, does the venue have a prep or full kitchen? Are the caterers allowed to cook at the venue? Do they need a special license or insurance?
Décor and Customization
Are there any décor restrictions (e.g., open flames, hanging items)? This can be an important questions when booking a wedding venue. If you envision a reception filled with romantic candles, but the venue does not allow any open flames… you can watch your dream go up in smoke!
Can you hold both the ceremony and reception at their venue? If so, is there a seperate space for each? Some venues only offer one space for both ceremony and reception. That can totally work, but you need to ask if a flip can occur to change from the ceremony to reception and you need to make sure and have plenty of hands for this to work smoothly and timely.
Do they have options for indoor and outdoor setups, and do they have a backup plan for bad weather? For couples who are counting on an outdoor ceremony or reception, this one is important! As much as we all wish we could control the weather, it just isn’t possible! Having a back up plan for bad weather is an absolute MUST! No one wants to be soaking wet in a floor length gown or three piece suit.
Legal and Safety
Do they have liability insurance, or will you need to purchase your own? Just like most insurance, everyone feels like it is unnecessary… until you need it! Make sure to protect yourself!
Take the Stress Off… and Hire the Planner
If you are taking on the planning process on your own, these 20 must-ask questions for choosing the perfect wedding venue will serve you well! However, if this list stressed you out… it’s definitely time to find the perfect wedding planner that can do all of the heavy lifting for you! I would love to hold your hand every step of the way and create an exceptional and unique events, that feels just like you!
