Choosing the perfect wedding venue is one of the biggest decisions in wedding planning. Before you sign a contract, make sure you ask the right questions to avoid hidden costs, logistical challenges, and unexpected restrictions. Use this Wedding Venue Questions Checklist to get all the answers you need!
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As a professional photographer and videographer with 19 years of experience shooting weddings, Mitzvahs, and events, I’ve had countless conversations with clients about what makes (or breaks) a great venue. Many of the points in this wedding venue questions checklist come directly from those real-world discussions.
I’ve also drawn insights from my own experience planning a destination wedding overseas, where I had to navigate unfamiliar contracts, hidden fees, and logistical challenges firsthand. Most aren’t any different from the US!
Whether you’re booking locally or abroad, this wedding venue questions checklist of over 50 questions will help you approach venue hunting like a pro while making sure your big day is smooth and stress-free.
Wedding Venue Questions Checklist
1. Pricing & Availability
- What is the total cost, including taxes, service charges, and gratuities?
- Are there different rates for peak vs. off-season dates?
- Is there a discount for weekday?
- Is there a minimum guest count or a minimum spend requirement?
- What is included in the venue rental fee (tables, chairs, linens, décor, lighting, sound system, etc.)?
- Are there any additional fees for security, cleaning, overtime, or setup/breakdown?
- How many hours does the rental cover, and what are the overtime fees?
- What is the deposit amount, and when are payments due?
- What is the cancellation and refund policy?
2. Capacity & Layout
- What is the maximum guest capacity for seated and standing receptions?
- Are there separate spaces for the ceremony, cocktail hour, and reception?
- Are there indoor and outdoor options available, and what is the backup plan for bad weather?
- Is the venue handicap accessible?
- Can the venue accommodate a last-minute change in guest count?
- Are there restrictions on how the space can be decorated?
- Can the space be rearranged or customized to fit our theme?
3. Catering & Alcohol
- Do you have in-house catering, or can we bring our own?
- What are the meal options (buffet, plated, family-style)?
- Can the menu be customized, and do you accommodate dietary restrictions?
- Are there required food and beverage minimums?
- What are the bar service options (open bar, cash bar, BYOB)?
- Are there restrictions on bringing in outside alcohol?
- Is a cake-cutting fee charged if we bring an external bakery cake?
- Can we schedule a tasting before making a final decision?
- Can we provide our own dessert table or specialty treats?
- Is there an option for a late-night snack or additional food service?
4. Vendors & Restrictions
- Do you have a list of preferred or required vendors (caterers, florists, photographers, DJs, etc.)?
- Can we bring our own vendors? If so, are there additional fees or requirements?
- Are there any décor restrictions (candles, hanging items, confetti, sparklers, etc.)?
- What are the setup and teardown policies for vendors?
- What time can vendors arrive to set up, and how much time do they have to break down?
- Are there noise restrictions or curfews?
- Is there a designated vendor space for food prep or vendor breaks?
- Can we bring in special entertainment, such as a live band, fire performers, or aerialists?
5. Logistics & Timing
- What time can we arrive on the wedding day?
- Is there a bridal suite or getting-ready space for the wedding party?
- How is the timeline managed on the day of the event?
- Do you provide an on-site coordinator, or should we bring our own?
- Is there staff for setup, breakdown, and event management?
- How long do we have for the ceremony and reception?
- What happens if the event runs longer than planned?
- Are there accommodations for kids, such as a designated play area or babysitting service?
- Are there restrictions on lighting, such as candle use or dimmable options?
6. Parking & Accessibility
- Is there on-site parking, valet service, or nearby parking available?
- Are there shuttle services or transportation options for guests?
- How accessible is the venue for elderly or disabled guests?
- Are there designated drop-off areas for guests with mobility needs?
- Are there accommodations for electric vehicle charging stations?
7. Payments & Contracts
- What is the payment schedule, and what forms of payment do you accept?
- What is the cancellation and refund policy?
- Do you require liability insurance or event insurance?
- Are there any additional fees we should be aware of?
- When will the final guest count be due?
- What is the process if an unexpected issue (weather, power outage, venue damage) arises?
- Can we make adjustments to the contract after booking, and if so, how?
Online Tools & Resources
As you can see from this wedding venue questions checklist, researching venues can be overwhelming, but using online tools can help. Websites like The Knot, WeddingWire, and Zola provide venue reviews, pricing comparisons, and real couple experiences to help narrow down your choices. You can also check out Google Reviews and Yelp for honest feedback from past clients. If you’re unsure about a venue’s contract, consider consulting a wedding planner or a contract attorney to ensure you fully understand the terms before signing.
Hidden Costs & Budget Planning
While a venue may seem affordable at first glance, hidden costs can add up. Be sure to ask about gratuities, service charges, security fees, and additional rentals. A transparent discussion with the venue about all-inclusive packages versus à la carte pricing can help you stay within budget. Many couples also find it helpful to create a venue comparison spreadsheet to track costs and features side by side.
Common hidden costs to watch out for:
- Service Fees & Gratuities – Many venues add a 20-25% service charge on top of the bill.
- Corkage Fees – If you’re bringing your own alcohol, venues may charge a per-bottle fee.
- Cake-Cutting Fees – Some venues charge a fee if you bring an outside cake.
- Security Fees – If your guest count is large, the venue may require additional security personnel.
- Set-Up & Breakdown Fees – Some venues charge extra for setup and teardown outside of standard hours.
- Overtime Charges – If your event runs longer than expected, there may be steep hourly fees.
- Power & AV Equipment – Some venues charge separately for microphone, speakers, and lighting.
- Parking & Valet Fees – Check if parking is included or if guests will need to pay separately.
- Furniture or Decor Rentals – Tables, chairs, linens, and lighting may not always be included.
- Restroom Attendants & Coat Check – High-end venues may require additional staffing.
Final Thoughts
Before making a decision, tour multiple venues and compare answers. A great wedding venue will be transparent about costs, policies, and expectations. Print or save this 7-page Wedding Venue Questions Checklist and bring it with you to every venue visit to make sure you’re fully informed before booking your dream location!
Happy venue shopping!
