19 Questions to Ask Before Booking a Venue

You have been planning your wedding for a while, and the time has come to finalize a venue. Though your attraction to a place is important,  we believe that there are a few questions you should keep in mind before choosing one place over the other. Here are 19 questions to ask before booking a venue. The questions you need to ask will, of course, depend on the type of wedding you have in mind.

Your Theme

  • Do the features of the venue coincide with your theme? 

For instance, if you want an al fresco wedding, the venue should have a suitable outdoor space. In the case of a more traditional wedding, you would spend more time looking at more traditional venues such as cathedrals and chapels.

  • Can you definitely utilize the space in a way that brings you closer to your vision?

You may want to add your own personal touches to a venue to ensure that it is absolutely perfect. Can the venue be altered to suit your taste? This can take away from the vision you have in mind.

Available dates

  • Does the venue’s availability coincide with when you want to have a wedding?

Some people may plan a wedding around the dates available for their dream location, however, the average person simply cannot afford to do so. It is always a good idea to find a location that is available at a time that coincides with your preparations (e.g. time needed to save money or when family members are able to attend).

What is the wedding venues rates

  • What is the rental fee and what are the inclusions?

Of course, the easiest way to know if something falls in your price range is to ask. If a venue is slightly over budget but comes with a lot of freebies such as chairs or clean up crew, your overall expenditure can be reduced by spending a little more on this one particular aspect.

  • Is there a price difference for the off-season and peak-season?

A lot of businesses in the Caribbean tend to give lower prices when the demand for them is low in the off-season. In some cases, this difference can be hundreds of dollars.

  • How much is the deposit and when is it made?

Not all venues require you to pay the full rate up front. Knowing how much the deposit is and when the deposit is required can help in determining whether or not you can actually afford a particular venue.

  • Does the fee cover insurance for any damages that might occur?

Accidents happen. They can happen during the setup or as a result of your guests. Find out whether or not you will be held liable and expected to pay for any loss or damage to property that may occur during your event.

  •  What is the cancellation policy?

You can change your mind about a venue, or something may happen that delays your wedding, cancellation deadlines and refund rates are therefore important bits of information to have.

Wait, any wedding venue restrictions?

Does the venue have time restrictions

  • For what time period will it be available?

To plan out how the day’s events will be organized, you need to know how much time you have at your disposal.

  • How early can you start decorating?

Naturally, you would want to have the venue at your disposal to set up decorations. Ask if this can be done an hour or two before your allotted time starts. The same goes for cleaning. Ask if additional time is granted for clean up if it is not provided by the venue.

Capacity

You want your guests to be comfortable. Limited parking, cramped seating and limited access to facilities such as bathrooms can easily become a headache, particularly for those planning a large wedding, so do not forget to ask:

  • What is the maximum number of people that can be accommodated?
  • How many bathrooms are there?
  • Is there adequate parking?

Decorations

  • Are there any restrictions on where you can place decorations, or on the kinds of decorations you can use?

Nothing is worse than finding out a few hours before a major event, that some of your

jaw-dropping ideas have to be axed. This because they are not allowed by your venue. Go over all your

decoration ideas, from candles to hanging ornaments with the venue’s management to

ensure that they have the ‘OK’.

Will the venue accommodate your caterers 

  • Can the venue accommodate your sit down dinner or a buffet?

For a sit-down dinner, the caterers will more than likely require access to a kitchen for things such as plating. In terms of a buffet, you need to ensure that there is adequate room to set up the serving tables as well as the tables for guests.

  • Will the chairs and tables be at your disposal?

If those at the venue can be used by you, that is fantastic, but if not you will need to know in advance so that you can source them.

Your venue and music

  • Is there a noise cap?

If the venue is located near a residential area or in a hotel, there is more than likely a limit on how high and how long music can be played.

  • Can a DJ/band be accommodated?

Musicians require access to power. Try to ensure that this will be easily accessible to them. They also need a space. You do not want the entertainment cramped in a corner. Happy musicians equal happy music.

  • Does the venue have a sound system available?

You will need to let your entertainers know if they will need equipment such as speakers and microphones. They should also be able to test the available sound system beforehand.

There you have it- 19 questions to ask before booking a venue

We hope that these 19 questions to ask before booking a venue. Remember, the representatives of these places are there to assist you, so there is no such thing as asking too many questions. In the end, getting as much information as you possibly can ensure that you will be confident with your decision while limiting the number of unpleasant surprises you can encounter.

Did we miss anything, comment below and let us know your thoughts.