what you should be asking when you tour a wedding venue
may 10, 2023 | stephanie ridgely
Photo: Milkshop PhotoAre you recently engaged and in the process of touring venues for your big day? This is most likely your first time, and unless you are in the industry or have been involved in your sibling or friend’s wedding, you may not know what to ask.
One thing to keep in mind is that not all venues are the same, and although they all offer similar services, they may differ in their pricing and what they include in their packages. It’s important to ask the right questions to help you get a better understanding of what a venue can offer, and whether or not it's the right fit for your wedding.
Here are some of the questions you should be asking and why they matter:
the venue & packages
What is your max capacity?
It is important to understand what a venue means by “max capacity.” Their max capacity could include room for a dance floor but not a cake table, photo booth, or dessert station. Make sure you take into account the elements you want at your wedding when deciding whether or not the venue can accommodate your guest list.
What does your venue provide?
This is crucial when comparing venue prices. Ask if the following items are included in the rental or considered an additional cost.
Parking or valet
Event coordinator (Make sure you confirm whether they provide a venue staff or an event coordinator and you understand the difference between the two.)
Security
Tables & chairs
Catering
Linens, glassware, and china
Lighting and sound
What are your bar packages?
Comparing bar packages between venues is a job in itself. Venues may offer open, cash, or limited bars. An open bar, for example, is typically priced per person over 21. To accurately compare bar packages, take into account additional costs including sales tax, service fees, bartending fees, and add-ons such as wine pours, champagne toasts, and specialty drinks. Don’t forget to ask if soft drinks and mixers are included in each package or if they’re an additional charge. What mixers are included? If your family’s favorite drink is an old fashioned, does the venue provide bitters or will that be considered a signature drink add-on?
What does a typical wedding look like?
Where is the ceremony held? If the ceremony and reception are held in the same room, is there a separate space for the cocktail hour? How long is the rental? When can vendors arrive to start setting up? When does everyone need to be gone at the end of the night? Having the venue walk you through a typical wedding so you understand how things flow will help you and your vendors create a realistic and successful timeline.
Who is responsible for setting up and tearing down my wedding?
Setup and teardown of furniture, linens, and table settings may be the responsibility of the venue or the caterer. And while the florist will most likely set up all floral arrangements, it is likely you will need to set up all remaining decorations yourself (seating card table, welcome signs, personal touches, etc.). See if your venue offers a day-of coordinator to handle the setup and teardown of your décor. At The Elliot, we work with Engaged and Co. to provide quality, day-of wedding coordination.
Can I store items at the venue prior to the wedding?
Depending on the venue’s storage capacity and policy, you may be able to drop items off prior to the event and pick them up the following week. Find out what your venue allows as there may be an additional charge for a late pickup.
Is your venue ADA accessible?
If there is an elevator, does it stop at all floors? What limitations are there? How many bathrooms are ADA accessible?
Is my dog allowed at the ceremony?
At The Elliot, we welcome your four-legged best friends to be involved in the ceremony! Dogs must be attended by a trusted human, cleaned up after, and leave afterward.
Photo: One Red Door Photography
Photo: Milkshop Photovendors
What are your catering options?
Does the venue have exclusive caterers you must choose from or are you able to provide your own caterer? Is there an extra cost if you provide your own caterer? If you must use one of the venue’s caterers, are they flexible with who provides cakes, desserts, and late-night snacks? If you are allowed to choose your own caterer, make sure to find out what certificates, if any, they must provide to the venue. These may include a catering license, proof of insurance, and a health permit.
At The Elliot, we have a list of exclusive caterers you must choose from. From sustainably-sourced ingredients to carefully-curated seasonal menus, our caterers provide the quality and expertise of local chefs, giving you one less thing to worry about.
Do I have to use your preferred vendors?
Venues may have a list of preferred vendors (DJs, florists, photographers, etc.) that they may or may not require you to use. In most cases, the venue provides a list to recommend vendors that they trust and whose services they can vouch for, even if you’re not required to hire them.
Do I need event insurance?
Whether or not a venue requires you to have event insurance, it’s always a good idea to consider it. “Wedding insurance is a type of special event insurance that can cover you for unexpected financial losses resulting from various circumstances, including unexpected illness, cancellation, and the theft of wedding gifts.” - Brides.com. Check out a list of the best event insurance policies according to Brides.com in 2023.
What is your cancellation policy?
If the unexpected happens, what will it look like to cancel the contract with your venue? Is there a charge? Are you able to reschedule? This should be outlined in the contract, but make sure you ask all of the questions to understand what will happen in the worst-case scenario.
Photo: Drzazga Photopolicies
What is your decorating policy?
What limitations are there when it comes to candles, hanging décor, confetti, and flowers. If your venue requires all decorations to be free-standing (nothing taped to the walls), make sure your vendors are aware of the venue’s policies and provide arches and easels for signs and floral arrangements.
What are your hours?
When does your event need to end? If you’re a night owl and your venue requires your wedding to end by 10 PM, that venue might not be right for you.
What is your alcohol policy?
Are you allowed to bring in your own alcohol or must it be provided by the venue? Does the venue provide the bartending staff or is staffing handled by the caterer? Find out when last call is so your guests aren’t caught off-guard.
What is your cleanup policy?
Who is responsible for taking out the trash at the end of the night? Is there an extra cleaning fee or is that included with the venue rental? Make sure you know what is expected of you and your guests at the end of the night so you can plan accordingly.
What is your rain backup plan?
If your venue has an outdoor area for the ceremony, what is the backup plan if it rains? Would it be possible to host your ceremony inside and still flip the space for your reception? There may be an additional labor cost to do so. Or you may have to host your ceremony “California Style,” where your guests sit at their dinner tables to watch the ceremony. Chairs may be placed in the front of the room for immediate family to view the ceremony from. No room flip is required.
Photo: Olivia D. Wenger PhotographyPayments & deadlines
What is the deposit to reserve our date and is the deposit refundable?
Venues will differ on what they require to hold a date. Some offer soft holds while others require a non-refundable deposit.
What is the deposit schedule?
After the initial deposit, is the remaining balance due at once or broken into separate payments? Knowing this will help you budget accordingly.
What forms of payment do you accept?
Does the venue accept all major credit cards and are there credit card fees? Will you save money by paying with a check?
When is our final guest count due?
Depending on the venue, your guest count may be used to calculate bar and catering costs. Make sure your RSVP deadline falls before the guest count is due to the venue, so you’re not paying for guests who may back out last minute.
the elliot
Formerly home to the Holy Ghost Church in Cleveland’s Tremont neighborhood, The Elliot has been renovated to provide modern features while honoring its historic architecture, making your wedding a unique and memorable experience. To learn about our policies and packages, visit our FAQs and Wedding pages.
Photo: One Red Door Photography