10 Questions to Ask Before Booking Your Wedding Venue

Selecting the perfect wedding venue is one of the most exciting and important parts of planning your big day. The venue sets the tone for your wedding and will likely be one of your biggest expenses, so it’s essential to choose wisely. Before signing a contract, asking the right questions can save you from last-minute surprises or hidden fees.

To help guide your decision, here are 10 essential questions you should ask before booking your wedding venue.

1. Is My Preferred Date Available?

It’s always a good idea to have a few dates in mind when enquiring about a venue. Popular venues tend to book up quickly, especially on weekends during peak wedding season. If your heart is set on a specific date, you may need to be flexible with your venue options, or, if the venue is the absolute one you have your heart is set on, consider alternate dates to make it work.

2. What’s the Capacity?

Before falling in love with a venue, make sure it can comfortably accommodate your guest list. Venues will often have a maximum capacity based on safety regulations, so you’ll need to know if it’s a fit for your numbers. Even if the venue can technically accommodate 150 people, think about how that number will feel in the space—will it be cosy or too tight?

Hot Tip: Explore different ways that the room can be set up. Sometimes different table arrangements, a dance floor, and a band or DJ area might affect the space.

3. What’s Included in the Price?

Some venues offer all-inclusive packages, while others simply provide the space. Make sure you understand what’s included in the venue’s pricing. Does it cover essentials like tables, chairs, and linens? Are there additional costs for things like AV equipment, staging, or décor? Some venues may even offer catering and bar services, so ask what’s covered in those areas as well.

Hot Tip: Ask whether there’s a discount for booking on a weekday or during the off-season for a more budget-friendly option!

4. Is There a Backup Plan for Bad Weather?

If you’re planning an outdoor wedding, having a Plan B in case of rain is crucial. Ask the venue what they offer in terms of backup options—do they have an indoor space, or would you need to hire a marquee? Don’t assume that the weather will cooperate; having peace of mind with a solid alternative will save you stress on the day.

5. How Early Can We Access the Venue?

Wedding days often require hours of setup for flowers, décor, and catering. Make sure you know when your team can arrive to begin preparations. Some venues allow access the day before, while others might limit setup time to the morning of the event. Ask if early access is included in your booking fee or if it comes at an additional cost.

6. Do You Have Preferred Vendors, or Can I Bring My Own?

Many venues have a list of preferred or exclusive vendors, including caterers, florists, and photographers. While working with trusted vendors can be helpful, this can sometimes limit your choices, especially if you have specific vendors in mind. If the venue allows external vendors, ask if there are any extra fees for bringing them in or restrictions on certain services.

7. Is There Ample Parking or Transportation Options for Guests?

Parking and transport logistics are often overlooked but crucial for guest convenience. If your venue doesn’t have ample parking, ask whether they offer valet services or have an arrangement with a nearby car park. Alternatively, you may want to consider providing shuttle services for guests, especially if your venue is in a remote location or in the city centre where parking is scarce.

8. Is There Onsite Accommodation for the Bridal Party or Family?

If you're hosting a wedding where guests are travelling from afar, onsite accommodation can be a huge convenience. Ask if the venue offers lodging for the bridal party, family, or guests. If there is accommodation, inquire about the number of rooms, rates, and availability. Having accommodation onsite or nearby can make logistics much easier, particularly for pre-wedding preparations or late-night celebrations.

9. What Are the Restrictions on Decor and Music?

Every venue will have its own set of rules regarding decorations and entertainment. Some places might restrict the use of open flames (like candles), confetti, or even certain types of flowers. Additionally, there could be restrictions on music—some venues have strict sound limits or curfews. If you have a vision of twinkling candles and a live band, make sure the venue can accommodate your plans.

10. What’s the Cancellation or Postponement Policy?

Weddings sometimes need to be postponed or cancelled due to unforeseen circumstances. Before committing to a venue, be clear on their cancellation or postponement policy. How much notice do they require, and will you be able to get your deposit back? Some venues offer flexible rescheduling, while others may have stricter rules, particularly for peak season bookings.

Booking the right venue is the cornerstone of your wedding planning process. By asking the right questions upfront, you can avoid unexpected surprises and choose a venue that aligns with your vision, budget, and logistics. Remember, it’s not just about the aesthetics—it’s about the functionality and experience you and your guests will have on your special day.

Take your time, visit multiple venues, and make sure to compare everything carefully. Your perfect venue is out there, and with these questions in mind, you’ll be sure to find one it in no time!