Congrats on your engagement: we are sure it will be a joy-filled day! But before heartfelt toasts bring tears to your eyes, you first should establish a wedding venue checklist.
For many couples, their venue defines their celebration, its atmosphere, logistics, and what other vendors they need. Besides being dazzled by the space, you should also consider which wedding venue questions (even uncomfortable ones) you should ask. This wedding venue planning guide covers everything you need to know before booking a venue and sending the required deposit.
Table of Contents
The task of wedding venue evaluation
No wedding venue checklist would be complete without suggestions on finding suitable sites. After all, many questions to ask wedding venues are relevant at the stage when you have contacted them. So, how can you discover the perfect candidates?
- Use social media with hashtags like #weddingVenueInCalifornia or #farmWeddingVenue.
- A simple Google search for “wedding venues near me” can showcase options nearby.
- Word of mouth is also helpful, so consider consulting friends or family to see if they have visited or seen any locations that suit your requirements.
- Explore an event venue discovery platform to instantly view options that suit your budget and address your initial wedding venue questions.
By far, the most reliable option is finding potential candidates via event venue discovery platforms, and here are a few you can choose from:
- The Knot – A versatile tool encompassing many wedding planning tools, including venue discovery.
- Breezit – A quality wedding venue discovery website that focuses on quick responses, accurate price and availability estimations, and AI assistance for finding suitable venues faster.
- Wedding Spot – Another suitable option for learning about venues, but its venue listings present less information than others.
- WeddingWire – This option also includes additional wedding planning tools. Their venue listings include pricing information but not always an availability check.
Wedding venue checklist: questions for getting full disclosure
Selecting the right questions to ask wedding venues enables you to gather sufficient information and identify potential red flags early. Additionally, you can keep answers in written form and do a wedding venue comparison based on the provided answers.
- Can the venue host the intended capacity, and is your date free?
Capacity and availability are two crucial factors to consider when booking a venue. The capacity details can be found on their websites, but for availability, you may need to contact the provider directly.
- Can you book a tour?
Some venues may be more technologically advanced and offer virtual tours. However, the chances are that you will need to make the trip to see it first-hand (and you should, even with virtual tours).
Once you’re there, your wedding venue checklist should include things to look for:
- Check if the venue aligns with your intended aesthetic.
- Look into its parking situation (available at the venue or relies on street parking).
- Check if the spaces offered are comfortable for your guest list (without feeling too stuffy or limiting).
Overall, the tour is the quickest way to do your wedding venue evaluation in terms of getting answers and first-hand experience with the coordinator and staff.
- What is included in the wedding venue rental fee?
We want to emphasize getting clear-cut details about your venue in this wedding venue planning guide. You should clearly understand which rentals are included in the proposed price.
Most venues will offer tables, chairs, tablecloths, napkins, and separate spaces for the bride and groom. However, others might require additional payment for any of these rentals. Furthermore, some venues could charge extra for the table setup and its breakdown after the event.
This is also one of the wedding venue contact questions: everything included in the price should be clearly stated in writing. Avoid any verbal agreements, and if your needs change along the way, make contract modifications accordingly.
Image: Designed by Pexels.com
- Does the venue have all-inclusive packages?
Another point in your wedding venue checklist is whether the venue offers all-inclusive packages. If it does, see what exactly they offer, including decorations, catering, and beverages.
If you only need the venue rental (no additional services), you can opt for BYO catering wedding venue options. These refer to locations that require outside catering services as they do not offer it themselves.
- Does the venue offer guest accommodations?
This wedding venue booking guide should not overlook the convenience of on-site accommodations for your guests. If you’re choosing a venue at a hotel, the answer is clear; however, other venue types may not offer such amenities.
If they don’t, inquire about any partnerships they have with local providers; you may be able to get a discount through them.
- Are there any restrictions you need to be aware of?
Your wedding venue questions should also reveal any restrictions you might need to adjust accordingly. Here are a few areas to focus on for your wedding venue checklist:
- Is there any curfew for listening to music or noise in general? For example, venues in nature could have this regulation to prevent disturbing wildlife.
- Does the venue rent by the hour, and are there any overtime charges?
- What decorations does the venue allow, and what is prohibited?
- Is any entertainment prohibited at the venue?
- Does the venue permit third-party catering, and are there any associated fees for this service?
- Does the venue have a wedding coordinator?
Having an in-house wedding coordinator will help with the setup and overall flow of your reception. If the venue offers this service, find out whether it is included in your price or if it incurs an additional cost.
Image: Designed by Pexels.com
- Can you hold the ceremony at the wedding venue?
If you prefer to keep the ceremony and reception at the same venue, knowing whether it can accommodate both is crucial. Furthermore, inquire about the spaces and decorations they have for it.
- What is the deposit and cancellation policy?
These wedding venue contract questions pertain to the financial aspects involved. The venue likely requires a deposit; thus, you need to know what you need to pay.
Additionally, life can be unpredictable, so it’s essential to determine whether there’s a chance of getting a refund if you cancel. Of course, the venue likely won’t issue full refunds, but it might depend on how far in advance you inform them of the change of plans. Your contract should also include a full refund clause if the venue cancels on you.
- Is there a backup option for outdoor venues in case of bad weather?
If your heart is set on having an outdoor wedding, consult the venue to see if they accommodate changes. Of course, they might have tented spaces that are likely able to withstand lighter conditions. However, it’s best to have access to an indoor space as well, in case of more severe weather forecasts.
Conclusion
This wedding venue checklist should cover most of the requirements for screening different venue providers. You can also save this page or use it to create your wedding venue checklist PDF file. Add any additional questions or concerns you have, and bring them with you to the tours.
