If you’re paying a wedding venue the big bucks to host your big day, shouldn’t they be responsible for every single detail? Well, not quite – so I’m going to give you a list of 57 wedding venue questions you should be asking BEFORE you sign a contract!
Although wedding venues ask us to shell out tons of cash to get married and have a reception, they may not provide everything you’ll need on your wedding day. So as you do your research it’s important to make sure that you are asking all of the important questions that could affect your wedding day BEFORE you sign a contract with a venue.
I fell in love with my venue the instant I found it doing a google search for “unique wedding venues Toronto”. Junto studio is a photography studio at Ossington and Dupont in a giant old warehouse. It’s a huge loft space that has been expertly designed and curated by its owners Theresa and Rana, it is truly gorgeous! I also did a brand photo shoot there literally a week after my wedding, LOVE IT!
I pretty much knew right away that we were going to sign the contract, however I definitely let my excitement get in the way of some key questions I really should have asked – especially as an event planner! Can you believe I didn’t realize that I needed to rent chairs? But I was excited about my own wedding, and when you’re excited about your own wedding it’s very easy to get caught up in all of the emotions!
That’s why it’s great to have a wedding planner with you to ask the important questions! So Today I wanted to share with you 57 different questions to ask your wedding venue before signing a contract. Keep in mind your wedding might not need all of these different items that we’re covering – but some of these questions might spark other questions that you’ll want to ask, so stay tuned!
Here are my essential 57 wedding venue questions:
- What dates are available?
- What is the capacity
- What is included?
- Chairs – chair covers/style of chair
- Linens
- Tables
- Plates
- Silverware
- Glassware
- A/V equipment (microphones for ceremony/speeches, projector, computer, music capabilities)
- A/V Tech person
- What is the fee? Are there any additional fees on top of rental such as gratuity, security, garbage removal, onsite coordinator?
- What is the overtime fee?
- Is there an additional fee to hold the ceremony and reception in the same space?
- Is any decor included?
- Is there a changing area for the bride and groom that isn’t a bathroom? Where is it located? (This may affect how/where/when you enter the venue)
- Is there an area to store our items (i.e. if you’re DIYing and need to bring big boxes)
- How many tables are there?
- What are the dimensions of the tables?
- How many chairs are there?
- Who is responsible for garbage?
- Is there a coat rack for guests to hang their coats? Or a coat check service? What is the extra charge for coat check?
- Can we bring in outside vendors, if so, what is allowed and what is not allowed?
- Do you require that we work with specific vendors from a preferred vendor list?
- What is the cancellation policy?
- What is the fee payment structure (when will deposits/instalments be due?)
- What is your weather contingency plan?
- Do you require that we hold a certain amount of insurance?
- Do you have liability insurance, if so how much is covered?
- Do you require a special occasion permit (S.O.P.) to serve alcohol or is that covered by the venue?
- If we bring our own caterer do they have access to a kitchen?
- Is there a food and beverage minimum? Is there an alcohol minimum? What are the penalties if we don’t meet it?
- Do you provide waitstaff or should they be hired separately? Is there a minimum number of waitstaff? What is the gratuity?
- Is there a noise policy after a certain hour?
- Can I bring in a cake or does it need to be made onsite?
- Is there a cake cutting fee? Can someone from our wedding do the cake cutting?
- Can we bring our own alcohol? (Some venues allow you to bring wine but not other types of alcohol)
- Is there a corkage fee?
- Can we bring in our own decorations?
- What is allowed/not allowed for decor?
- How early can we get in to decorate and set up the space? Is there an additional fee for this?
- Can I move furniture or does everything need to remain fixed where it is?
- Can we use confetti/glitter/rice/sparklers/fireworks etc.? Is there an open flame policy?
- Are outdoor spaces covered and/or heated? Are umbrellas provided if it rains?
- Do you provide signage to direct our guests or are we responsible for printing/displaying?
- Do you provide an onsite coordinator, and what are they responsible for on the day? How early can we begin communicating with them? Will they be our point of contact from now until the day, or will someone else be involved?
- Does the venue staff assist with loading and unloading? Does venue staff assist with bringing large items to our car/hotel room?
- What are the different spaces available (i.e. ceremony area, cocktail area, reception area)
- Is there parking onsite? Is it paid or complimentary?
- Is the building accessible for wheelchairs/are there elevators? How many stairs are there?
- Is the venue easily accessible by rideshare apps and taxis?
- Is there a shuttle service if the venue is a far distance from the parking lot?
- How many restrooms are there? Is someone available to clean them if they become dirty? Are there amenities in the bathrooms or can we provide our own for our guests?
- For hotels – is there a complimentary newlywed stay on the night of the wedding? Do you offer discounted rates for groups?
- What are the nearest hotels/accommodations to the venue?
- What other restrictions does the venue have (in general, food, alcohol, decor etc.)
- What are your electricity capabilities? (Important to know if you plan on bringing in a live band and/or other power hungry appliances like big photo booths)
- How many weddings does your venue allow for in a day?
- Do you have a portfolio of past events we can review for inspiration?
- What is the last possible date we are allowed to make changes to our reservation?
- Can we ship items to the venue days/weeks in advance?
- Are there any planned changes/construction for the building in advance of our wedding day?
- Is the venue available for exclusive use? Is there a minimum guest count or price to guarantee exclusivity?
- What is the changeover plan for converting the space from ceremony to reception?
- Do you have photos of what the venue looks like in spring/summer/fall/winter (the season you’ll be getting married in)
Just because you’re paying for a wedding venue, doesn’t mean that they’ll take care of all the tiny details! So make sure you write down all of your questions before you do your site visit to make sure you’ve got everything covered. And hey, if you need someone to point out very obvious things (like the fact that you need to rent chairs at a chairless venue) I’ve got your back! Send me an email at [email protected] to see how we can work together.
If you found this episode useful I’d be so grateful if you followed and shared this episode with a friend, or your fiance! If you have questions about your wedding venue and I’d be happy to share what I know to help, drop me an email at [email protected]! I’ll be back next Thursday with another wedding planning episode, so until then keep it joyful!
And, if you are in the market for a wedding planner, look no further! We’ve got a variety of services and price points to fit your unique wedding’s budget. Book a call to learn how we can help you plan you wedding joyfully!
Highlights:
00:01 Intro
01:03 My wedding venue story
02:40 Questions to ask your wedding venue
12:35 Wrap up
