Questions to Ask When Choosing a Wedding or Event Venue | Melbourne Event Planner
Choosing a wedding or event venue in Melbourne? Discover the essential questions to ask before booking, from logistics and styling to costs and inclusions.
Choosing your venue is one of the most important decisions you’ll make when planning a wedding or event. It sets the tone for the entire day, influences your styling, guest experience, and budget, and often determines which other suppliers you can work with. As a Melbourne event planner, I always encourage couples and hosts to slow down at this stage and ask the right questions before locking anything in.
A venue might look perfect online, but understanding how it functions in real life is what ensures your event runs smoothly and stress-free.
One of the first things to clarify is availability and flexibility. Ask whether your preferred date is available, how long you have access to the space, and whether bump-in and bump-out times are included. Limited access windows can significantly affect your styling setup, vendor scheduling, and overall timeline.
Next, confirm what is actually included in the venue hire. Some venues offer furniture, tableware, lighting, and basic décor, while others provide an empty space. Understanding what’s included versus what you’ll need to hire separately helps you accurately compare venues and avoid unexpected costs later in the planning process.
Capacity is another critical consideration. Ask for both seated and standing capacity limits and whether these change depending on the layout. It’s also worth asking how the space feels at different guest numbers. A room that fits 120 guests may feel empty with 80, while a space at maximum capacity can feel cramped.
Catering and bar arrangements are also essential to clarify early. Ask whether the venue has in-house catering, preferred suppliers, or allows external caterers. Find out if there are minimum spends, menu restrictions, or corkage fees. If alcohol is important to your event, confirm licensing requirements and bar service options.
Styling and customisation rules can vary widely between venues. Ask what styling is permitted, whether items can be hung or attached to walls and ceilings, and if candles, confetti, or open flames are allowed. Understanding these rules upfront prevents disappointment and allows your stylist or planner to design within the venue’s guidelines.
Sound, music, and entertainment restrictions should also be discussed. Ask about noise curfews, sound limiters, and whether live music and DJs are permitted. If your event includes speeches or performances, confirm microphone availability and AV inclusions.
Weather contingencies are particularly important for outdoor or partially outdoor venues. Ask what the wet-weather plan is, whether marquees or indoor backup spaces are available, and if there are additional costs involved. A solid plan B provides peace of mind, especially for weddings and milestone events.
Accessibility and guest comfort should never be overlooked. Ask about parking, transport options, bathroom facilities, wheelchair access, and climate control. These details have a huge impact on guest experience and often get missed during initial venue inspections.
Finally, make sure you fully understand the financial and contractual terms. Ask about deposits, payment schedules, cancellation policies, and what happens if circumstances change. Clarifying these details upfront protects you and ensures there are no surprises down the track.
Your venue should support your vision, not limit it. Asking the right questions early allows you to plan confidently, budget accurately, and create an event that feels seamless and intentional. If you’re navigating venue options in Melbourne and want expert guidance, Events With Amie can help you assess venues, negotiate details, and ensure your chosen space truly works for your celebration.
