“We got engaged, but we don’t know where to start”
It’s something that goes through a lot of couples’ minds during what should be a super exciting time!
We get it, the wedding planning process can be daunting. Not everyone is an event planner. So, what else do you need to think about when considering a potential venue, other than if they have your date available? Don’t worry, we’ve got you covered.
The short answer is: questions, questions, and more questions! Seriously, in this industry no question is a stupid one and knowledge really is power.
Of course there is the obvious question that you should ask when researching – what is the venue hire fee, and can you assist with indicative costings? Everyone has a budget and you will need to know price to judge whether it is the right venue or not.
But what else? We have put together our top 25 questions to ask the venue to help decide if it’s the one for you.
General
1. Is the hire fee different for mid-week or winter dates?
This is definitely a question worth asking. If you’re looking at a wedding outside of peak times, some venues do charge a smaller fee (alongside different terms).
2. Does the venue allow us to hold both ceremony and reception on-site?
Make sure you read the fine print here, as not every venue offers both ceremony and reception as an option.
3. What is the deposit and when is this due?
When starting your venue search, we suggest that you have access to funds to be able to secure your venue as soon as you have visited, especially if you have your heart set on a specific date. Lock it in baby!!
4. What is the cancellation policy?
At the height of COVID, this was something to pay close attention to, and we believe it still is. Make sure you read the venue’s Terms and Conditions thoroughly when booking so that you are prepared should the need arise for you to postpone.
5. Do we have exclusive use of the venue, or are there other weddings on site?
Every venue has its own set of opening hours, rules, and capacity, and some will allow for multiple functions over one period. If you want the space exclusively, you need to ask this question in the early stages of planning.
6. Is there any flexibility in table layout?
Sure we all love the idea of a long table setup, but is this possible based on the dimensions of the space (and your guest list)?
7. Is there a wedding coordinator, and will they be available on the day?
Not all venues have the capacity to provide an on day wedding coordinator, and this is something that is well worth considering if they do not provide one (trust us on this – its our specialty!)
8. Do you have a list of suggested/preferred suppliers?
Why spend hours researching when you don’t have to? Almost every venue we have come across has a list of either recommended or preferred suppliers. Jump straight onto their socials and you’ll soon have an idea of whether their style fits yours!
9. Is there an inclement weather contingency plan?
If your venue is mostly outdoors and there isn’t one in place, you (and your wedding planner if you have one) will need to discuss this with your venue and make a plan.
10. Is there a private space if we need some alone time or want to store personal items?
It’s always handy to know if there is a room or area for a breather.
Logistics
11. Where can guests park, and is there accessible parking available?
This is super important to make note if you have guests attending who have additional access needs.
Timing
12. What time can we access the venue on the day?
This is super important information to know early on, and to pass on to your suppliers for deliveries. Many venues will have limited access times e.g. wineries that operate a cellar door like any other business on the weekend.
13. Can we have access to the venue prior to the day for rehearsal/set up?
Some venues welcome rehearsals and allow for this time to be allocated the day/s before, others do not, and you will need to check this with your venue well in advance.
14. Will the venue liaise with suppliers for setup?
Not every venue has an in-house event or wedding planner included in their wedding package, and as such, the onus will fall on you to be in communication with your suppliers (unless you hire your own wedding planner, who will take care of this for you).
15. What time is last drinks/curfew?
Most venues will usually call last drinks at 11:30pm, however there are some that offer a late license (especially in the city), so it’s worth checking so you know what to expect.
Décor & Styling
16. Does the venue have its own décor inventory?
Money saving hack! Lots of venues do offer a selection of items that either are included in your venue booking fee, or can be added on as hire items. Something to note – you won’t be paying the additional fees that are often included in hire prices for the transport of these items.
17. Are there any restrictions on styling the space?
When you have a vision in your mind about that dream space, make sure you first check with your venue about what is possible, as some will have restrictions about what can be erected inside.
Entertainment
18. Does the venue have its own sound system/mic?
This information is helpful to pass onto your band/DJ as well as your MC for the formalities.
19. Are there any noise restrictions?
All venues have a curfew, and some with earlier restrictions than you might think – this will need to be factored into your planning for the evening celebrations.
20. What can be used on site e.g. marquees, DJ/band, photo booth, games, dancefloor?
This is something that many couples don’t think about when planning a tipi or marquee – many venues do not allow pegs due to underground sprinkler systems.
21. What items are banned from use e.g. confetti/candles/poppers/sparklers/smoke machine/dry ice?
As a bushfire prone country, and with many venues trying to minimise the spread of litter, we cannot stress how important this question is, and more importantly, that you understand the terms of using such decorations and devices at your weddings.
Read more: Total Fire Bans when planning your summer wedding.
Catering & Beverages
22. What are the catering options?
In-house, preferred supplier or fully flexible, this is a huge factor to consider whether a venue is right for you or not, and is all dependent on how much planning you want to be doing for your wedding. Which leads to the next question…
24. Is there a minimum charge for food and beverages (if offered)?
This will have a big impact on your final budget, as well as final guest numbers, so it is vital information that will help you with your planning.
23. Can we BYO food or beverages/vendors?
Most Dry Hire venues allow you to BYO beverages, and some wineries even offer this as a supplementary service to their own, however it is important not to assume this is always the case. If you can’t find this information out easily, just ask.
Accommodation
25. Is there accommodation on site, and is this only available for the couple?
Whether or not you are having to travel a few hours to get to your venue, this is a question worth asking, as you and your guests will either need to organise transport home or arrange for accommodation for the night.
On-site accommodation is certainly a selling point, and something to definitely consider when comparing venues.
If you have already chosen your venue because you fell in love with it immediately (believe us, this happens more often than you think), then many of these questions will help you to communicate with your celebrant and suppliers, making the process much easier from the start. Who said weddings were stressful??
We’re sure you’ll come up with more, but we hope this helps to get the ball rolling!
Haven’t Found Your Perfect Venue Yet?
Feature image at Redwing Farm thanks to Raya Langdon Photography.
*Post updated November 2022*
