This is not your average top ten list. This is not about asking questions like:
Is my date available?
What are your packages?
How many guests can I have?
No, you’ve already read that list a million times. These are the questions that you need to ask, coming from a wedding venue. These are the questions that when it comes down to choosing between your top 2 venues, you’ll be thankful you asked.
Are there any services you provide outside your package that we might consider adding?
Are there any fees or charges that we may incur? – Do you have a dumpster fee? Do you have a fee for going off your preferred vendor list?
What is the set up and breakdown time? Do you have a coordinator to help with these processes?
What is your backup plan for any less-than-ideal weather?
Is there a designated smoking area?
Is there a noise ordinance that we need to be aware of?
Do you have any decoration stipulations or rules we need to follow?
What is your refund policy?
What is the alcohol policy?
May we have a copy of your contract?
Diving Deeper
Are there any services you provide outside your package that we might consider adding?
This may or may not include, use of fans, use of heat, use of patio lights, use of outdoor firepits, use of pond, use of getting ready spaces. Each wedding venue has their own unique pricing so make sure you ask each venue their pricing structure so you can understand the financial differences between your venue choices.
Are there any fees or charges that we may incur? – Do you have a dumpster fee? Do you have a fee for going off your preferred vendor list?
Some venues may have higher fees for garbage so they will charge each wedding a “garbage fee.” This fee generally gets passed on to the caterer, but then ultimately goes back to the couple because the caterer will increase their prices to cover that fee at that specific venue. Most venues only allow a short list of vendors, or they mandate that you use one of five-ish choices. If you want a caterer outside of their list, some venues will allow this for an extra $500 – $1,000.
What is the set up and breakdown time? Do you have a coordinator to help with these processes?
Like pricing, each venue does this differently. Some venues give you 8 hours to do as you wish, 14 hours or 5 hours. 2 hours the day before with 10 hours the following day. There are so many different combinations that you’ll want to ask at each visit. Coordinators are only included with the venue about 50 percent of the time. Some venues will include it, others will have a few for you to choose from, and others will let you bring anyone outside your family to be a point person.
What is your backup plan for any less-than-ideal weather?
If you are looking at an outdoor venue and the answer to these questions is crickets…. you need to run away fast. Venues should know their climate, what is typical, apply as many procedures as possible, and tweak back up plans as time goes on. You need to plan for the worst. That is hard to say, but it is the truth when you are investing this amount of money, time, effort, and love into your wedding day. If you are not comfortable with the venue’s plan, take a bit of time and think about it. If you can offer the venue a better solution that you feel comfortable with, they very well might make an accommodation. Sometimes we, as wedding venues, need people to just tell us when they do not like things so we can adapt.
Is there a designated smoking area?
Cigarettes and cigars are a staple at many weddings. A lot of venues will charge you if they find butts all over the venue after your wedding. Ask where your guests can properly dispose of their ashes and make sure to let your guests know where these areas are. Wedding websites are a huge way couples are communicating all this information to their guests. This is a great piece of information to add.
Is there a noise ordinance that we need to be aware of?
Some weddings might end at 11pm and some might end at 9:30pm. This might be a deal breaker right off the bat for the party animals that are looking for a later venue time to then go to the bars after.
Do you have any decoration stipulations or rules we need to follow?
Before you go all in and buy all your decorations, make sure you can set all your decorations us without destroying the venue. For example, most venues do not allow duct tape, nails, screws, but they do allow command strips and floral tape. Little things to know beforehand that are helpful once you get down to making your final decision.
What is your refund policy?
We hate to break it to you, but after Covid, almost every venue has a 10–30-day refund period after contract signing, but after that it is a fully binding contract that is non-refundable. Some venues will negotiate a date for certain circumstances to move your wedding.
What is the alcohol policy?
In New York where we are located, the alcohol needs to go through the caterer/food provider. There are a lot of little work arounds and details with this so ask questions and make sure you fully understand each venues policy. Some venues run all the alcohol through themselves and then work with only specific caterers. Other venues work with only certain caterers that have liquor licenses. There are a million ways a venue can structure their bar services. Ask questions.
May we have a copy of your contract?
Some venues will print one right there for you and others may email you a copy in their follow up email to you. We won’t send it if you do not ask. There will be information on cancellations, insurance, payments, stipulations, all the fine print you can think of. If you can get a copy, this will also really help in your decision making process.
That is our top ten on the technical questions to ask. We do have to remind you that while those questions are important, each one will have a different weight in importance for each couple. Picking your wedding venue is an emotional decision and a strategic one.
See you next month!
Madelyn Jensen
Author & Editor