Choosing your wedding venue is one of the most exciting — and overwhelming — decisions you'll make during the planning process. The venue influences everything from your guest count to your budget to the overall vibe of your celebration.

After helping hundreds of couples find their perfect venue, we've learned that the difference between a dream venue and a disaster often comes down to asking the right questions upfront.

Before You Start Touring Venues

Before you fall in love with the first beautiful ballroom you see, get clear on your non-negotiables:

Define Your Must-Haves

  • Guest count: Know your estimated headcount (with buffer)
  • Budget: Set a firm venue budget before touring
  • Date flexibility: Are you set on a specific date or season?
  • Location: How far will guests travel?
  • Style: Indoor, outdoor, rustic, modern, etc.
  • Vendors: Do you want vendor freedom or prefer all-inclusive?

Pro Tip

Make a list of your top 5 priorities before touring. When you're standing in a gorgeous venue, it's easy to forget practical concerns. Your list keeps you grounded.

15 Essential Questions to Ask Every Venue

Logistics & Capacity

1. What is the maximum guest capacity for both ceremony and reception?

These numbers often differ. Also ask about minimum guest counts — some venues require them, which affects pricing.

2. What's included in the rental fee?

Get specifics: tables, chairs, linens, setup/breakdown, parking, security, day-of coordinator? The "cheaper" venue may cost more after adding essentials.

3. What are the rental time frames?

How much time do you get for setup, the event, and breakdown? What are overtime charges?

4. Is there a backup plan for outdoor ceremonies?

If you're planning an outdoor wedding, understand the rain plan completely. Some venues charge extra for tent rentals or indoor backup spaces.

Vendors & Catering

5. Do you have a preferred or required vendor list?

Some venues require you to use their caterer or choose from an approved list. This isn't necessarily bad — it often means vetted quality — but know upfront.

6. Can we bring our own alcohol? What are corkage fees?

Alcohol policies vary dramatically. Some allow BYOB with corkage fees, others require purchasing through them or a licensed caterer.

7. What are the catering minimums and per-person costs?

If catering is in-house or required, understand the full cost structure including service charges and gratuity (often 20-25% on top of food costs).

Money Matters

8. What's the total cost breakdown?

Ask for an itemized quote including all fees, taxes, service charges, and gratuity. The base rental price is rarely the final number.

9. What's the deposit and payment schedule?

Understand when payments are due and what the cancellation/refund policy is. This matters more than you think.

10. Are there any additional fees we should know about?

Ask about cake cutting fees, valet parking, security requirements, cleaning fees, and holiday/peak season surcharges.

Day-Of Details

11. Will there be other events the same day?

Some venues host multiple weddings per day. Understand how this affects your timeline, photos, and guest experience.

12. What are the noise restrictions and end times?

Many venues have strict end times due to local ordinances. If you want to party until midnight, make sure that's possible.

13. Where can vendors load in, and is there a bridal suite?

Logistics matter! A venue without proper vendor access or getting-ready spaces can create day-of headaches.

14. What's the parking situation?

Is parking included? How many spots? Is valet available/required? Where do vendors park?

15. Who is our point of contact, and will they be there on our wedding day?

Building a relationship with your venue coordinator is important. Know who you'll be working with throughout the process.

Red Flags to Watch For

In our experience, these warning signs often indicate potential problems:

  • Reluctance to provide written quotes — Everything should be documented
  • Pressure to book immediately — Legitimate venues give you time to decide
  • Vague answers about what's included — Transparency is essential
  • Negative reviews about communication — This rarely improves after booking
  • No site visit availability — Always see the space in person
  • Non-refundable deposits over 25% — Industry standard is reasonable protection for both parties

How to Compare Venues Effectively

After touring multiple venues, use this framework to make your decision:

Create a Comparison Spreadsheet

Track these for each venue:

  • Total estimated cost (all-in, not just rental)
  • What's included vs. what you'll need to rent
  • Vendor flexibility
  • Gut feeling (yes, this matters!)
  • Practical concerns (parking, accessibility, weather backup)

Visit Your Top 2-3 Again

Second visits often reveal things you missed. Bring your partner, your planner, or a trusted friend for a fresh perspective.

Pro Tip

If possible, visit at the same time of day and season as your planned wedding. Lighting and atmosphere change dramatically.

Frequently Asked Questions

How far in advance should I book a wedding venue?

For popular venues and peak wedding season dates (May-October, major holidays), book 12-18 months in advance. Off-season or weekday weddings may have more flexibility with 6-9 months lead time.

What percentage of my wedding budget should go to the venue?

Typically 40-50% of your total wedding budget goes to venue and catering combined. Venue-only costs usually range from 10-20% of the total budget, depending on what's included.

Should I visit wedding venues in person?

Absolutely. Photos can be deceiving — lighting, angles, and editing can make spaces look very different from reality. Always visit your top venue choices in person, ideally during the same time of day and season as your planned wedding.

All-inclusive venue vs. blank canvas — which is better?

Neither is universally better. All-inclusive venues simplify planning and often save money on rentals, but limit customization. Blank canvas venues offer complete creative freedom but require more coordination and potentially higher costs. Choose based on your priorities and how hands-on you want to be.

Need Help Finding Your Perfect Venue?

Our team knows venues inside and out. We can help you find spaces that match your vision, negotiate contracts, and avoid common pitfalls.

Let's Talk