Deciding on what venue to host your wedding at is one of the biggest decisions you will likely make during your wedding planning. Take your time to figure out what you want, and then in looking for the right one. To make the choice, you need a good wedding venue checklist.
Some venues are completely furnished and have staff that will help with every little detail, while others are totally DIY! Pro’s and Con’s definitely exist for both, so do some research to decide what it is that you are wanting.
Here is a list of questions to ask about the venues as you are checking out options. Be sure to know what is most important, and what your negotiables are as you decide!
The Venue
- What is the total cost for your reservation and when is it due?
- What is the deposit amount and when is it due?
- What is the availability during the month or dates you are looking at?
- What is the cancellation policy? Find out what penalties exist.
- What is the total capacity?
- What is the parking situation? Is it complimentary for guests?
- Is there disabled access?
- What is included in the rental price quoted?
- How many hours are included in the rental price and how much for additional time?
- Does the venue have Liability insurance
- Can I have my ceremony and reception here?
- Are there any noise restrictions in the area?
- Does the venue have/include a wedding coordinator?
- Does the venue have a dance floor?
Decor, Equipment, and Rentals
- What is included in the venue in terms of equipment available in the rental price? (think table, chairs, decorations, lights, etc.) Ask to take home a list of inventory.
- What additional equipment is available at an additional price at the venue?
- Is there audio equipment for an MC and/or DJ?
- Can I bring my own decor, equipment, and rentals?
- Can we move things around inside, or must it all remain in place?
- Is there staff to help move equipment and decor around?
- Can we use anything flammable in the venue? (think candles, fireworks, sparklers, etc.)
- For outdoor spaces, are there umbrellas or heaters?
- What are we required to clean and by when?
Vendors
- Can I hire my own vendors or do I need to select from a specific list/use venue’s own staff?
- Does the venue include valet parking? Any additional cost?
- Does the venue allow a DJ or live band?
- Can I bring in a food truck?
- What time can my vendors come to begin setting up? (think florist, caterers, etc.)
- What staffing is included at the venue and at what rate?
Food and Drinks
- What catering is available at the venue and what are the rates?
- What taxes and service charges apply?
- Can I bring my own food? If not, are there preferred caterers required by the venue?
- Is there a kitchen available to caterers at the venue?
- Is there a food and beverage minimum if we use your service?
- Is there a cake table and stand available?
- What is the cost for cake cutting
- Are you licensed to serve alcohol at my event?
- Can we bring our own alcohol? What guidelines are there?
- Does the venue allow for an open bar?
- Does the venue have linens and dishes available for rent or do we need to have caterer bring their own?
Additional Logistics
- What accommodations are available at or near the venue?
- Are there any discounts for local hotels or transportation services? If so, can the venue help coordinate these logistics?
- What transportation is available through the venue or what recommendations do they offer?
- How easy is it to get an Uber/rideshare to and from the venue?
- Is there an additional space for the bride and/or groom to store personal items and get ready?
- Is there a space to store gifts?
- How many restrooms are available to guests?
- Does the venue have multiple spaces available to choose from? Can we book multiple for the wedding day for separate events (i.e. the ceremony, cocktail party, and reception)?
- When is the latest time that we must have the venue cleared out?
- What are we required to do with trash and recycling?
- What is the best way to communicate with the venue administration moving forward?
- How is the contract being sent and signed and how long do I have to sign?
Additional tips to consider
- I recommend looking around the venue for outlets so that you know how you can use any electrical equipment and how much
- Find out about any restrictions they have with hanging things from the walls and ceiling
- You will want at least 2 bathrooms for every 100 guests
- Get creative and find out about any extra/hidden fees that may exist. You can get the best pricing for yourself by avoiding these
- Think of any random questions you may have, like… can my cat carry the rings down the aisle?
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