Questions to Ask Potential Venues
Those of us who have already planned our weddings have all been there: You search and search until you find your dream venue and (gasp!) its affordable! You make a visit appointment only to get there and discover numerous hidden costs. In some horrible cases, the hidden costs are not revealed until after the wedding when the final bill is received. The way to avoid this dilemma is to ask your vendor a list of questions. You may feel like a pain, but trust me, these are questions they are prepared to answer!
1) IS YOUR DATE AVAILABLE?
This may seem silly and simple, but you wouldn't believe the amount of brides that get their hearts set on a venue only to realize that it is not available for the day that they need. Save yourself the heartache. Before you even schedule a visit make sure that you or your planner clear the date with the venue. This will allow you to look at a venue with open eyes and heart knowing that it is available, or allow you to move on to a different venue before you get hooked knowing that it is unavailable when you need it.
2)IF IT IS A MULTI-WEDDING VENUE, HOW MANY WEDDINGS ARE SCHEDULED?
If the venue does numerous weddings a day, it is either set up for multiple weddings at the same time or it may be the case that you will have to rush in and rush out. Although a timed wedding can be pulled off, it will limit the amount of creativity and decor that you can use as it will need to be a quick wedding and a quick decorating and cleanup process. If it is set up for multiple weddings at the same time, verify that the location/ room on the venue is available for your date. Although you may love the venue, you do not want to settle for a location/room that you don't LOVE because yours is already booked. Also, the more weddings occurring at one time will mean more people in the venue and possibly more difficulty of people finding the correct location. It is not impossible to pull off a wedding at a multi-event location, but you want to insure that your big day truly feels like YOUR day and not another wedding on a giant conveyor belt of weddings.
3) DO THEY HAVE PREFERRED VENDORS OR DO YOU PROVIDE YOUR OWN?
Although many venues have a list of vendors that they may recommend and have worked with in the past, other venues may have a list that they REQUIRE you to use! It is important to verify the difference because you do not want to hire your own and be in the hole on money from having to cancel. If you are set on using your own vendors, check with the venue on extra fees for using your own or if they will knock off some of their cost for bringing in your own people (some venues include their vendors in their total cost.
4) ARE ANY RENTALS INCLUDED IN THEIR PRICE?
Many venues include tables, chairs, and linens. Others may also include candles, decor, and other services. It is important to ask this question of your venue before you go spending money on rentals that you may not need. If the venue does not include rentals in their prices but do have rentals available, make sure to get the prices and then compare to local rental agencies. It is always possible that their prices are cheaper and that will save you money in the long run.
5) IS THERE A TIME LIMIT TO VENUE USE?
Some venues offer their space for an unlimited amount of time on the day of your wedding, while others limit your time. It is important to find out a time limit so that you can plan accordingly. Those with no limit allow for your wedding and timeline to be more relaxed. Even with no time limit, you need to find out if you can get in the night before for rehearsal and when decorating is allowed. Some places may charge extra for rehearsal or it may be included. When there is a time limit established you need to find out what time you are allowed to be in and establish your timeline from there. Usually time starts as soon as the first decorator hits the venue space and time may be counted off for venue visits, bridal portraits, and rehearsal. Even if you feel that you will be fine with the time limit provided, always ask what the price is for extra hours and budget that in just in case you run over the time expected.
6)DO THEY TAKE CARE OF SET UP AND BREAK DOWN?
Many places offer the services to set up your tables, chairs and linens and break them down after the wedding. This is an excellent service as it will take burdens off of you and your wedding planner. However, even if the venue coordinator says they can do these tasks, verify if there is an extra cost for this service. If you do not have a wedding planner or decorating crew, make sure you nominate someone you trust to be in charge of set up and break down. Many brides say they can do it themselves, but this is the day that you and your soon to be husband and families need to relax and enjoy, not stress over clean up.
7) DO THEY HAVE ONSITE PARKING?
Always ask the venue about onsite parking. Although it may look like they have room, they may prefer that guest park elsewhere. If they have onsite parking, ask if they provide parking attendants or if you need to nominate your own. Parking attendants are not a necessity, but it is a way to get guests parked quickly and easily so they can enjoy your event. If the venue provides attendants, once again ask if they charge extra for that service. If they do not have onsite parking, always ask if they have a shuttle service (and how much it would cost or if it is included) or if they have any preferred transportation services in the area.
8) WHAT IS THEIR ALCOHOL POLICY?
Do NOT assume that since they are a wedding venue that alcohol is allowed and included. All wedding venues have their own stipulations so it is important to verify those stipulations Ask questions such as: Do they provide a bartender or do you? Do they allow liquor or just beer/wine? If they allow liquor, do they have a liquor license or do you need to acquire one for the event? Be aware of state laws on liquor at weddings. Some states say you need it for all forms of alcohol while others only require that you have one if you are serving libations over a certain percentage of alcohol. Also verify if cash bar is acceptable or if you need to provide to your guests at your own cost. Although BYOB may be allowed at some venues, as a wedding coordinator I would advise against this option. Guests expect to be taken care of as well as being able to enjoy their time. Inviting them to your wedding occasion but telling them to bring their own libations can come across as tacky and offensive.
9) IF OUTDOOR WEDDING, DO THEY HAVE AN INCLEMENT WEATHER POLICY?
Although many brides dream of a wedding under the sunny skies, tree canopy, or sparkling stars, it is always important to plan for bad weather. Most outdoor venues have a Plan B, but many do not. If they do not have an indoor option, then immediately verify if you are allowed to bring in a tent or if they have party tents for rent. Wedding tents are the perfect way to get the outdoor feel while protecting your guests from inclement weather. However, bringing in a tent will be an extra cost to you, so if you are on a tight budget make sure that your venue has an indoor option for a plan b. If you have another plan set, you will not stress if you wake up to rain on your wedding day. Plus rain makes for BEAUTIFUL pictures!
10) DO THEY HAVE A "DAY OF" COORDINATOR?
For those of you not wanting to hire your own coordinator (shame, shame! haha) ask if your venue has someone that will be there on the day of to answer questions and field any mishaps. If they do, once again verify if they are included in the cost or extra. If they do not, you may consider hiring your own or bringing in a close friend to help you out. Even the most experienced of coordinators tend to hire another coordinator for the day of. There is so much to do and so many little things that could go wrong that hiring a coordinator will be a sure way to help you relax! If you have your own coordinator and the venue has one as well, make sure that you exchange information between planners. It is important for them to be on the same page and be able to work together on your big day.
11) DO THEY HAVE DECOR STIPULATIONS?
Many brides and their coordinators can walk into a room and immediately start planning what to place where. However, many places have stipulations on decor. Do they allow candles or just flameless lights? Do they allow you to hang things on the wall? Do they provide their own decor for you to choose from? Can you use sparklers, flower petals, or confetti? Are you allowed to move their furniture around? All of these questions and more can be answered by your venue owner, but it is imperative that you ask so that you do not get stuck with an extra bill later for damages due to decor that was not allowed.
ONCE you decide on your venue, make sure you ask these 3 questions:
1) HOW MUCH IS THE DEPOSIT?
Every venue has their own deposit policy. It is also important to know if it is refundable or not so that you know to follow up with them after the wedding to get the money that you are owed. Plus, knowing the deposit amount and payment dates will help keep you organized.
2)WHAT IS THE CANCELLATION POLICY?
Many brides skip this step because they "know" they love this place! However, it is imperative that you ask this question for two reasons. One, you never know if something may come up (emergency or non-emergency) that will require you to change your date, or (hopefully not!) have to cancel the wedding altogether. It is also important because if you book early, you may end up finding a place that you love more. Knowing their cancellation policy will let you know your options if any of these cases arise.
3) WHEN DO YOU NEED THE FINAL HEAD COUNT?
Just as your vendors need a head count, so too does your venue. This allows them to prepare (especially if they are providing rentals and set up) and also allows you to fix or change any unforeseen issues that may arise due to capacity issues. Often if you miss the date that the venue needs the final head count, they may give your spot away leaving you without a venue close to your big day (which is also why you need a contract and know all of the small points).
So there you have it! This is not a comprehensive list of course, but it is a great start to establishing a great venue to provide for your big day! Of course, ask any other questions you may have of the venue or have your coordinator chime in where they see fit. Happy venue hunting, beautiful Brides!
Until Next Time,
XOXO
