Being a wedding venue, we know that selecting the right one is one of the biggest decisions you’ll make during the wedding planning process. The right venue sets the tone for your big day and ensures your vision comes to life seamlessly. Asking the right questions can help you avoid unnecessary stress and ensure everything runs smoothly. We’ve put together 15 important questions to ask before booking a wedding venue to ensure no stone is left unturned prior to your venue selection.
1. Is Our Preferred Wedding Date Available?
If you have a specific date in mind, confirm its availability early. If you’re flexible, ask about other open dates to increase your chances of securing the venue.
2. What Is the Maximum Capacity of the Venue?
Ensure the space can comfortably accommodate your guest list while leaving room for dancing, dining, and mingling. Knowing the capacity helps you finalize your invitation list.
3. What Is Included in the Rental Fee?
Ask for a detailed list of what’s included—tables, chairs, linens, lighting, sound systems, or even staff. This will help you budget and avoid unexpected rental costs.
4. How Many Hours Are Included in the Rental, and Is There an Overtime Fee?
Understand the timeline for your event, including setup, the main event, and cleanup. When the party is going great, it can be hard to keep track of time - clarify any additional costs for extending the rental period.
5. Are There Restrictions on Outside Vendors?
Find out if you’re required to use the venue’s preferred vendors or if you have the freedom to bring in your own caterer, florist, or photographer.
6. What Is the Deposit Amount, Payment Schedule, and Cancellation Policy?
Understanding the financial details upfront can help you avoid surprises. Ask about refund policies and what happens in case of cancellations or rescheduling.
7. Is the Venue Accessible for Guests with Disabilities?
Ensure the venue is ADA-compliant and provides ramps, elevators, or accessible restrooms for any guests with mobility challenges.
8. What Is the Parking Situation for Guests and Vendors?
Ask if there is ample parking, valet services, or nearby lots for your guests. If not, inquire about shuttle options or alternative transportation arrangements.
9. What Is the Policy on Decorations?
Some venues have restrictions on decor, such as candles, hanging lights, or confetti. Confirm what’s allowed to avoid last-minute changes to your plans.
10. How Early Can Vendors Arrive for Setup, and How Much Time Is Allowed for Cleanup?
Confirm when your team can start preparing the space and how long you have to clean up after the event. This ensures smooth logistics for both vendors and the wedding party.
11. Who Will Be Our Main Point of Contact on the Wedding Day?
A dedicated on-site coordinator can make your day run much more smoothly. Ask if someone will be available to handle questions or issues during the event.
12. Are There Hotel Partners or Discounted Rates for Guests?
Ask if the venue has partnerships with nearby hotels to provide discounted rates for your guests. These arrangements can make accommodations more affordable and convenient for everyone attending your wedding.
13. What Is the Backup Plan for Power Outages or Other Emergencies?
Ask about contingency plans for unexpected issues like power outages or severe weather. A well-prepared venue will have solutions in place.
14. Does the Venue Offer Rehearsal Time, and Is It Included in the Rental Fee?
Rehearsals can ensure everything runs smoothly on the big day. Confirm if the venue offers rehearsal access and whether it’s included in the cost.
15. Are There Spaces for the Wedding Party to Get Ready?
A private bridal suite or groom’s lounge can make preparations more comfortable and enjoyable. Confirm if these spaces are available and included.
By asking these 15 questions, you can ensure your wedding venue aligns with your vision, budget, and needs. Taking the time to address these details upfront will help you avoid surprises and create a seamless, memorable celebration for you and your guests. If you’re looking to have your wedding in Kansas City, reach out to us at The Guild! We’re located downtown Kansas City in the historic Crossroads District, and we’d be so happy to help make your special day just like you envisioned.