You can fall in love with a venue almost as hard as you fell for your partner. But as the saying goes, you can’t judge a book by its cover—or a ballroom by its gorgeous Grecian columns. What a venue offers and—perhaps more importantly—what it doesn’t offer is not always obvious. But our experts have given you all the questions you need to ask any and every potential venue in order to arm yourself with all the information you’ll need to make an educated decision on where you’ll exchange your vows or hear your first toast.
1. How many weddings would take place on site the day of my wedding? Being double-booked at a massive hotel may be no big deal. But if your small barn venue books back-to-back events, proceed with caution. “This might effect the set up time for vendors,” who may not be able to make your wedding vision come true in the time they’ll be given, warns Kelly Heyn, owner of SociaLife Event Planning in New Jersey.
2. How early can we arrive? Your vendors need adequate time to erect a chuppah or drape tables in glittering linens—and you may want precious moments before the party starts to take your portraits. “But some venues limit your time to only an hour prior to the start of your wedding,” says Heyn, “and that could effect the set up time for vendors and what you have time to accomplish.”
3. When must the venue be cleared? Just because the party ends doesn’t mean the fun is over—someone has to clean up what’s left behind. And Alicia Matsumoto, owner of Bespoke Design in California, warns that many venues tack on an overtime fee if you or your vendors don’t clear out in time. “Some venues require that the venue is cleared that night, which can mean overtime costs for your vendors and an added layer of logistics,” she says.
4. Do you require liability insurance? This special insurance protects you—and your venue—from any accidents that may take place during your wedding, such as damage to the facility or a drunken guest’s twisted ankle. But whether you have to purchase such insurance could make or break whether you can afford a venue. “Liability insurance is fairly affordable for events,” says Matsumoto, “but it's an additional cost that should be factored into the cost of the venue.”
5. Does the venue have a backup generator should the power go out? You may be thinking a major power outage would be a freak accident that even your worst wedding nightmares can’t imagine. But, says Heyn, “being a planner from the Jersey Shore, this is a question we started to ask after Hurricane Sandy when many weddings had to be cancelled because venues were without power for weeks!”
6. How is parking handled during an event? You may have found the perfect space for your guests but not their cars. “If the venue has limited parking, you'll most likely need to use shuttles,” warns Matsumoto, “which can be a very large additional sum if you weren't planning on providing transportation.” So before you sign a contract, be sure to ask what alternatives a venue offers when it comes to parking.
7. What is the maximum number of guests the venue can seat comfortably, with a dance floor? Venues will often give a maximum capacity without a clear picture of what stuffing a room with that many people actually looks like. So, “ask to see pictures or a floor plan if you are planning on coming close to that number,” advises Heyn. “Some venues will try and cram more guests into a space because they can generate more money. But in many cases, guests are very cramped together and uncomfortable.”
8. Is there an additional cost for ceremony space? Especially if your prospective venue offers indoor and outdoor options, you may assume a single fee covers both. But you must ask, Matsumoto says, “if there is there an additional fee for an on-site ceremony. Make sure there are no additional costs and fees that will be tacked on.”
9. If my wedding takes place outside, what is the rain plan? You can control your color palette, your wedding dress, your signature cocktail—but you cannot control the rain. So before you book a venue with an outdoor ceremony space, “make sure you ask to see pictures of what the set up will look like if you must move indoors,” says Heyn. “You must always love your rain plan. It’s the one thing you can’t predict with the planning so make sure you are happy with the space if it does rain.”
10. Are we required to use any specific vendors? Whether you’ve fallen in love with a florist or a craving a certain cake baker won’t matter if you venue requires you can only hire vendors off its approved list. “Some venues will require you to use a specific caterer, rental company and florist,” advises Heyn. “Make sure you know the prices of these vendors before you book so that there are no surprises.”
