Image by Love Big Live Small Photography

One of the first things you need to do after getting engaged is, hire a planner (umm hi!) and start your venue search! Venues book out sometimes 2 years in advance, yes that is crazy pants, but the venue game is strong here in the Midwest.

Allow yourself time to sit with your partner and get a basic idea of what you are going to be interested in. Deciding your budget, estimated guest count and most importantly, a date, or at least a time of year that you would like to get married, is going to help when it comes to looking for venues.

When you start the touring process, it can sometimes be overwhelming, it doesn’t have to be! If you hire us, we can sit with you and get a good idea of what you are looking for and we can set up those tours for you as well as come with so we can ensure all the questions are asked. Or if you don’t have the budget for a planner, we offer venue consulting at an hourly rate as well! If that is not in the cards, we still want to make sure you are set up for success, so we have come up with a list of questions you should be asking during your venue during tours, if you are starting this process, keep reading!

1. What is the max guest count?

If you are having a seated dinner, you want a clear max guest count number. So often we have couples who say “The max guest count is 250 and we are inviting 300, hoping that 50 people wont come.” While it is true that 20% typically will decline or not show up, we never suggest banking on that to accommodate max guest count. Our advice, cut back on the guest list or create a no stranger rule to cut back on the guest list. Why should you have to pay for someone to be there that you have never even met?

2. What is their catering policy? Who does the Bar service?

Every venue has different catering requirements. We always recommend checking out the catering before booking the venue.

Some venues offer exclusive catering, if they do, you want to get a quote on what that cost is going to be before booking the venue because it could be more expensive then you might be looking to spend on food, this could make your budget skyrocket!

Some venues have open catering, which offers tons of freedom, but with open catering, you have to be careful and make sure they come with serving staff, and everything you need.

Some venues have a list of caterers that they work with, so you get a little more choices.

Some venues don’t do catering, but the bar service runs through them, they will typically just have a bar minimum that you have to hit.

Extra Tip: If it is an in-house caterer, can you bring your own dessert? Do they have a fee for outside bakeries? Dessert plating fee? Cake cutting fee?

You can learn more about the kind of catering your venue offers by clicking here.

3. What is the food and beverage minimum? Is there any other fees?

When venues and caterers have minimums, it is simply a minimum amount of money that has to be hit.

If the venue is working with an exclusive caterer, they typically have a food minimum, if the venue is not handling the food, but they are handling the bar, they might have a bar minimum.

Sometimes they have both. We have also seen catering fees and bar fees being added on to bills, so we always tell our clients to look at every line item and don’t feel bad asking questions, because sometimes these fees and minimums can add up to thousand of dollars!

You can learn more about what to ask your caterer by clicking here.

4. Are tables, chairs included? If so, who sets them up? Does the room needs to be flipped? Is there a fee involved in flipping the room?

This is very important because it can make or break your budget if you not only have to rent the space but you have to rent everything that goes into the space. If you have a backyard or private home wedding, this is often the case, tables, chairs, linens and tents all have to be brought in.

Remember you don’t only need tables for the guests, you need place card tables, gift table, memory table. So if these need to be rented, make sure you are not forgetting those specialty tables.

You also have to make sure you like the chairs, some venues have ridiculous looking chairs!

5. Do they have a separate ceremony spot?

Some venues will have everything in one space and there is a time in between the ceremony and reception where the staff flips the space. If your venue does a full flip, its a good idea to do a 1.5 hour long social hour, because it will take time to set everything up.

Another thing to ask, is who sets up the ceremony chairs. Some venues will have housemen to set those up for you, others leave that task to the couple and they have friends and family set them up.

6. If the ceremony is outside, what is a rain backup?

Don’t just assume it will be 72 and sunny on your wedding day. Always… ALWAYS, have a back up plan for rain. Asking when that needs to be determined is also important. Some venues have a 24 - 48 hour policy, some will let you choose the morning of.

7. Are table Linens and napkins included? If so, are they floor length? Do you get a choice of colors? Who sets them up?

8. What is the House fee/ Service charge? Does that include gratuity for the staff?

There are often service charges as well as other fees that are associated with the venue. Be sure to have a clear understanding of what those charges are.

Always ask what the service charge goes towards, some use it to pay their staff gratuity and sometimes that is something they don’t.

9. Is staff included?

It is good to get an idea of what the staff is responsible for taking care of as far as set-up and tear-down go. Do they set up the ceremony chairs? What about tables, chairs in the reception space? Do they assist with tearing down decor?

If they are in charge of bar, do they clean up all the bar glasses or is that your responsibility? We run into this all the time, the venue runs the bar but they don’t clean up the bar glasses and leave that to either the wedding party or catering, but sometimes catering doesn’t do it either, so making sure you have a clear understanding on this is always important.

Pro tip! Your coordinator or wedding planner is not going to clean up bar glasses, that is not their job, so if your venue doesn’t do it, you might want to consider hiring extra staff!

Who stays until the end of the night?

10. Do you hold more than one event in a day?

If your venue has multiple spaces, they most likely will rent all of them out for events. We have seen some venues hold 3 weddings at a time! Just make sure you get a clear answer, to ensure you don’t get any unexpected surprises on your wedding day!

11. Are there any other charges that get added on to the rental fee?

Sometimes the rental fee will not include the getting ready rooms, additional bathrooms, bar set up, making sure the trash is taken out at the end of the night, just to name a few. Always look through the contract in depth as well as the invoice that they give you.

Photo by Eileen K | Floral by 651 Studio Floral

12. Is there an venue coordinator included – If yes. What exactly will they do for you the day of?

Just because your venue says they come with a coordinator, doesn’t mean you shouldn’t still consider hiring someone like us! We are there from the moment you hire us and we are ALWAYS your biggest advocate! The venue coordinator has a job to assist you in figuring out the logistics at the venue, but they are not going to go outside of the venue parameters. I will also touch on the high turn over rate that venue coordinators have, (I know because I was one of them once.) I would say 9 times out of 10, a couple we are working with has at least one venue coordinator change through out their journey with a certain venue. So while we always say to find out what the scope of work a venue coordinator will do for you on the day of, don’t also look at hiring someone like us to help make your day perfect!

13. Is there separate places for both people to get ready? Is there an extra cost for using those spaces?

Having a getting ready space for the morning is lovely! Some venues have designated getting ready space for both partners. Others might have a bridal suite, leaving the guys to fend for themselves. (Don’t even get me started on same sex couples and their limited options.)

Another question is to ask when you need to be out of the getting ready rooms, some venues make you get your stuff out before the ceremony, some let you have access all day. Always have someone in charge of clearing out the getting ready rooms, it’s a great job for a personal attendant!

Pro Tip! Maybe your venue doesn’t have a getting ready space, but they have a room that you could use, instead of bringing in your own mirrors and things like that, look into Dream Day Dressing Rooms and see how they can transform any space into a luxurious getting ready wonderland!

14. What time does the party have to end? What time do vendors have to be out?

Usually, the party & music have to end at a certain time and guest have to be out, then the vendors have an hour after that to clean up what they need to and clear the premise.

15. What time can vendors get on-site?

If you are planning to do a hefty decor set up project, make sure you have enough time to do so! Some venues will let you pay hourly for extra time.

16. Is there any noise ordnance that we need to be aware of?

Most weddings will go till midnight, some venues have an 11pm cut off and on some occasions, there are venues where you have to have the music done even earlier because of city or building ordinances. Have a clear understanding of this in your contract so that there are no surprises on the big day!

17. Do you have any decor restrictions?

Can real candles be used, or LED? Do they have to be enclosed by glass? Can you do sparklers or fireworks outside? Are there any dried floral restrictions? If we are hanging anything from the ceiling does it have to be from a licensed and insured vendor?

If you are dreaming of a fun hanging ceiling decor, or pampas grass, you might want to check with your venue to make sure that you can do it. Most venues will not allow confetti or loose glitter.

Photo by Eileen K | Floral - 651 Studio Floral

18. Do you have on-site parking? Is there a cost involved? If there is not on-site parking, where are the nearest ramps?

Extra Tip: Can we leave our cars here overnight?

19. Do we need to hire security?

Guest what!

We created a venue tour checklist for you! Sign up for our newsletter to get your FREE download, and stay up to date with Dos Goats!

Helping couples choose their wedding venue is one of our favorite parts of being wedding planners! We have been making a venue master list that can help you find that perfect fit for you both! If you feel stuck or confused, don’t be! Get in contact with us today and we can get you on the right track!

Namaste