5 Essential Questions to Ask Your Wedding Venue Before You Book

Planning your dream wedding is an exhilarating journey, but it also comes with a lot of decisions. One of the biggest, and often first, choices you'll make is selecting your wedding venue. This decision sets the tone for your entire day, impacting everything from the guest experience to your overall budget.

As professional event coordinators at Summit & Ivy, we've guided countless couples through this exciting process. We know exactly what details can make or break your big day. To help you navigate venue tours with confidence and ensure you make the best choice, we've compiled 5 essential questions you absolutely must ask your wedding venue before you book.

1. What is Included in Your Wedding Packages (and what’s not)?

This might seem obvious, but the devil is often in the details. Venue packages can vary wildly, and what looks like a great deal upfront might hide significant extra costs.

Dig deeper than just the price tag:

• Catering: Is in-house catering mandatory, or can you bring your own? What about bar services? Are linens, flatware, and glassware included?

• Staffing: Does the package include waitstaff, bartenders, and an on-site coordinator from the venue? What are their roles and responsibilities?

• Rentals: Are tables, chairs, and basic decor included? What about sound systems, lighting, or a dance floor?

• Set-up and Breakdown: Who is responsible for setting up and tearing down the event? Is there a time limit for this?

Our Insight: Don't assume anything! Get a detailed, itemized list of inclusions and exclusions in writing. This clarity will prevent budget surprises down the line and help you compare venues more accurately.

2. What is Your Policy on Vendors?

Your vendor team (photographer, florist, DJ, etc.) plays a crucial role in bringing your vision to life. Understanding the venue's vendor policies is paramount.

Key questions to ask:

• Do you have a preferred vendor list, or are we free to choose any licensed and insured vendors?

• If we use outside vendors, are there any additional fees or requirements (e.g., insurance certificates)?

• Are there specific times or rules for vendor load-in and set-up?

• Is there a dedicated vendor space or green room available?

Our Insight: While a preferred vendor list can be helpful (as they know the venue well), ensure you have the flexibility to select professionals who align perfectly with your style and budget. Restrictive vendor policies can limit your options and compromise your vision.

3. What is Your Availability and Guest Capacity?

This might seem basic, but overlooking specific availability nuances or misjudging capacity can lead to major headaches.

Consider these points:

• Specific Dates: Is your preferred date available? If not, what alternate dates are open in your desired season?

• Guest Count: What is the comfortable maximum capacity for both seated dinners and reception (standing/dancing)? Does this capacity change if you want an indoor vs. outdoor ceremony?

• Event Duration: What are the standard event hours? Are there options for extending the time, and what are the associated fees?

• Multiple Events: Will there be other events happening at the venue on your wedding day? If so, how will they be managed to ensure your privacy and experience aren't impacted?

Our Insight: Always book a venue that comfortably accommodates your guest count, even if it's slightly more than your current estimate. You don't want to feel cramped, and unexpected additions can happen. Clarity on event duration is vital for planning your timeline.

4. What is Your Contingency Plan for Inclement Weather (Especially for Outdoor Spaces)?

If you're dreaming of an outdoor ceremony or reception, this question is non-negotiable. Weather is unpredictable, and having a solid backup plan is crucial for peace of mind.

Ask about:

• What is the indoor backup option for an outdoor ceremony/reception?

• Is the backup space automatically reserved for us, or is it on a first-come, first-served basis?

• Are there any additional costs associated with activating the backup plan (e.g., tent rental, extra staffing for room flip)?

• What is the latest we can make the call to move indoors?

Our Insight: A beautiful outdoor space is wonderful, but a detailed "Plan B" is essential. Walk through the indoor option during your tour to ensure it meets your aesthetic and functional needs. Don't leave this to chance!

5. What is Your Payment Schedule, Cancellation Policy, and Refund Policy?

Understanding the financial and contractual terms upfront protects both parties and prevents misunderstandings.

Get clear on:

• What is the deposit structure and when are payments due?

• What forms of payment do you accept?

• What is your cancellation policy? Are deposits non-refundable? What happens if we need to reschedule?

• Are there any hidden fees (e.g., service charges, administrative fees, security deposits)?

• What is your policy regarding liability insurance?

Our Insight: Read the contract thoroughly before signing anything. If you have questions or concerns about any clause, ask for clarification. Don't be afraid to negotiate on certain terms if they don't align with your needs.

Choosing your wedding venue is a significant step, but with the right questions and a clear understanding of what you're getting, you can select the perfect backdrop for your celebration.

At Summit & Ivy Event Coordination, we're here to help you navigate every step of your planning journey, from venue selection to day-of execution.

Ready to turn your wedding vision into a seamless reality?

• Contact Summit & Ivy Event Coordination today for a personalized consultation!

• Explore our full range of services to see how we can bring your dream event to life.

• Looking for more planning essentials? Visit our Etsy shop for customizable wedding planners and templates!