Struggling to find the perfect venue and unsure if you are getting what you’re paying for? The best way to start is to have an idea of 3 things:
- Budget
- Guest Count
- Event Type (Elegant sitdown coursed meal, or relaxed canapes)
From here you can narrow down venues based on size and menu offerings. If you have an idea of desired location and style/aesthetic this is also a bonus and will help!
Next up is your site visit and you don’t want to forget anything! What do you ask, how do you know the venue is perfect for you and your event? Below is our fool proof list of questions for you and your venue viewings to ensure you cover all bases.
Availability & Capacity:
- Is the venue available on our desired date?
- What is the maximum capacity the venue can accommodate?
Cost and Payment Policies:
- What is the rental fee, and what does it include?
- Are there additional fees for services or amenities?
- What is the payment schedule, and are there any cancellation policies?
Alcohol & Catering:
- Does the venue provide in-house catering, and what are the menu options?
- Can we bring in our own caterer, and if so, are there any associated fees?
- What are the options for providing alcohol, and are there any corkage fees?
- Does the venue provide security guards?
- How many hours do you get for the package price? (be sure to compare)
- Do you cater for dietaries/allergies and non-drinkers? How good is the replacement for allergies – are they getting a subsequent meal?
- Do you cater for children?
- What’s your staff to guest ratio? (to provide prompt and adequate service a GOOD venue will be 1 staff member to 20-25 guests – anything higher than 25 and your guests may be waiting for drinks/receive slow service)
Time Restrictions:
- What is the timeframe for the rental, and are there additional charges for overtime?
- Are there noise restrictions or curfews that we need to be aware of?
Decor & Setup Time:
- What is the policy regarding decorations, and are there any restrictions?
- How much time is allocated for bump in & bump out, and is there a designated staff to assist? (this will be important for your vendors anything less than two hours isn’t ideal)
Parking & Transportation:
- Is there ample parking for guests, and is it complimentary or paid?
- What transportation options are available for guests, especially if it’s a destination or remote venue?
Weather Contingency Plans:
- Does the venue have indoor alternatives in case of inclement weather for outdoor ceremonies and photo areas?
- How do they handle sudden changes due to weather, and what is the process for decision-making?
Vendor Policies:
- Are there preferred vendors, and are we required to use them? (they will likely have recommendations but if they INSIST you use that vendor I would not book that venue)
- Are there any restrictions on outside catering, florists, or other vendors?
Accessibility:
- Is the venue wheelchair accessible, and are there facilities for guests with special needs?
- What is the proximity to hotels, and are there lodging options nearby for out of town guests?
- Do they offer parking/validate parking?
Insurance & Liability:
- Does the venue require event liability insurance, and what coverage is needed?
- How do they handle liability for damages or injuries during the event?
Restrictions & Rules:
- Are there any specific rules or restrictions we should be aware of, such as open flame policies or noise limitations?
- How do they handle unique requests or cultural/religious practices that might be part of the wedding?
Logistics & Set-up:
- Can we tour the venue to see the available spaces for the ceremony and reception?
- How is the layout typically configured for weddings, and is there flexibility for customisation?
- Is there a designated space for the wedding party to get ready?
This list is not extensive, but these questions will provide you with an understanding of the venue’s policies, capabilities, and potential challenges, helping you make an informed decision for your special day. Feel free to add in questions of your own