(Closed) Going to look at a venue this afternoon. What to ask?

posted 7 years ago in Reception
Post # 3
263 posts
Helper bee
  • Wedding: June 2011

Ask what you can’t do…sometimes venues have these weird rules.

Also, be sure to know when the earliest is that you can come set up.

And for sure, ask how many the venue can seat with everything else you want, such as dance floor, head table, DJ, etc. A lot of places will say, oh, yeah, we can seat 150 in here, and what they don’t tell you is that they can only seat that many if there is nothing else occupying the space.

Post # 4
2600 posts
Sugar bee
  • Wedding: June 2011

  • Ask what their deposit policies are – how much is due to hold the date, how much after and when.
  • When is your guaranteed count due?
  • Do they include a vegetarian option at no additional charge?
  • If you’re doing plated dinner and choose 2 items that cost differently, can you pay the individual cost or does higher price prevail?
  • Do they provide a cake?  if not, what if any, do they charge for cake cutting?
  • Parking for your guests – is it included?  where is it?
  • If you have any outdoor events ask about the weather back up.
  • Willthe person you’re meeting with now be your coordinator on the day of or not? If not, who?
  • If linens are included, are they floorlength?  What colors are your options?
  • Take pictures everywhere – you’ll want to look back at those later if you have questions.
  • When is their menu pricing guaranteed?  Ask for menu pricing now at the current pricing to be written into your contract.
  • If it’s a hotel – ask about guest room block discounts and policies
  • How many bars will you get during cocktail hour?  during dinner?
  • Are there bartender or bar setup fees?  What about minimums?
  • How much is the service charge and is it considered gratuity?

That’s all I can think of off the top of my head right now – let me know if you have any questions – I’m a venue coordinator and write wedding & room block contracts for a living 🙂


Post # 5
744 posts
Busy bee
  • Wedding: July 2012

How many wedding/events do they host at the same time. That would be a serious issue to me.

Post # 6
3364 posts
Sugar bee
  • Wedding: December 2011


– what is stationary and can be altered/removed/replaced/etc.

(I only say this because we are having a wedding 1 week before Christmas and some of the decor {CHRISTMAS THEME} can not be altered!)

– real or silk rose petals

– alcohol/last call?

– Limitations/Noise Ordinances/Security/Parking

Take your camera and have a blast! I personally think Venues are like wedding dresses, once your there, you either FEEL it or you DONT! =)

Post # 7
284 posts
Helper bee
  • Wedding: September 2012

Are you allowed to bring in food/alcohol, or do you have to use their caterer, or choose from a specific list? What is their cancellation policy and refund amount? What is included in the cost they give you? What time can you get in to start setting up? Is a coordinator from the venue going to help you plan or be there on your wedding day?

Post # 9
72 posts
Worker bee
  • Wedding: June 2012

What are you allowed to decorate? Are you allowed to hang stuff from the ceiling? tack things to the wall? are you allowed balloons (some places don’t let you)

When can you get in to decorate and when do you require the decoration to be taken down? Do you have to ship all decor the day before?

What types of options do you have for a bar? open/close?toonie/cash bar? are you allowed variations like can you do open up to a certain amount and then switch it over to cash?

What types of fees do you have to pay in advance? is there a SOCAN fee?

What are typical event hours? is there a charge for going to late?

Can Guest leave their cars in the parking lot? will they be ticketed or towed away (incase they’re intoxicated)

Is there a coat check?

What tables are provided? Cake, guestbook, gift table. (do they include linens?)

(restaurant) Is there a extra charge for cleaning if theres over a certain amount of guest? OR is there a cleaning charge period?

Is there a podium? or sound podium? is there a charge?

How is the sound system? is it wired into the venue? or do you have to provide your own sound system?

Where can we take pictures?

Can you give us a timeline of when things are served? (so you know for pictures, when to do toast, cut the cake, dance)

Can you do a late night menu? is there an extra charge to keep staff later?

Are you allowed to switch out things in the menu and customize it?

Are there kids menus? and will the be the same set price as an adult?

During the meal (if there is wired in sound system) can there be light music be played?

Can you see your venue set up for your number of guest to get an idea of the room layout? OR do you have preset room layouts?

That’s all I can think of right now. Good luck and have fun. Maybe bring a camera so you can visualize the place in pictures (will help for decorating ideas)


Post # 10
1571 posts
Bumble bee
  • Wedding: September 2012

@magicpotato: Agree big time with this. Sometimes you’ll get “we can seat 150” and they neglect to mention that leaves no room for dance floors, bars, etc.

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