9 Essential Questions to Ask Your Wedding Venue

Your choice in venue plays a big role in your overall wedding experience.

So when it comes to wedding planning it's crucial to thoroughly research wedding venues before you book. This goes beyond how many guests the location can accommodate, your budget, and the available dates.

So grab a cup of coffee, get comfy, and jot down any questions and concerns that you may have regarding each venue. To give you a running start, we've provided you with a list of 9 essential questions for you to ask your dream wedding venue.

1. Getting Started

First, always ask if the venue has availability for you on the day of your wedding, along with how many guests are allowed in the venue. Secondly, do they have any special wedding packages? If so, what's in each package? Thirdly, if rushing through your nuptials is something you find distasteful, then ask if there are any other events planned on that day.

Other basic considerations include smoking areas for guests, the length of time you have the room, and if there are accommodations for disabled guests.

Next, don't forget to ask about terms of payment, such as the total cost and the deposit amount. Some venues will have payment plans, but might not mention them right away, so be sure to inquire about them, as well as their cancellation policy, and liability insurance.

Furthermore, what are the parking facilities like? Will the guests have to pay for parking, and if so how much? Finally, ask if they partner with nearby hotels for guests arriving from a distance, get the room rates, and see if you can secure a discount for a block of rooms if necessary.

2. Specific Questions for Outdoor Venues

If you've got your heart set on getting married on the beach, or in a delightful forest grove at midnight, then your main consideration should be the weather.

No matter how attractive an outdoor venue is, if a sudden rain or snow storm appears, you'll need shelter, and quick, so inquire whether or not the venue has a backup plan, such as an indoor area. Many outdoor venue providers are aware of the possibility of inclement weather and can erect a protective tent in times of a surprise rainstorm.

Weather isn’t the only consideration when inquiring about an outdoor venue. Believe it or not, not all outdoor venues provide electricity. If that’s the case, ask if they provide the generator, or if you have to rent one yourself.

Also, do they provide a dance floor, or will you have to organize one? Remember, your guests need to be comfortable, so ask about insect repellent options, and restroom facilities.

3. Cancellation Policy: Know Before You Book

Life is uncertain, and anything can happen at any time, even on your wedding day. So check each venue for their cancellation policy.

For example, some wedding venues have a cancellation policy where they keep the deposit amount you put down in case of cancellation unless you can arrange a rebooking of said venue. If you can rebook, your deposit will be refunded. But shop around, as each venue has different cancellation terms. If it’s written in such a way that’s difficult to understand, don’t be shy, come right out and ask for clarification.

4. Liability Insurance, Just in Case

Another crucial issue is whether or not your venue has liability insurance coverage. Before we continue, know that there is a difference between wedding venue liability insurance and personal wedding insurance.

An example of personal wedding insurance would be a wedding insurance company, which covers personal losses, whereas the venue liability insurance generally does not. For instance, if a guest gets tipsy, and crashes into a fountain, you won't be responsible. The insurance will cover the damages.

When speaking to a representative of the venue, come right out and inquire about what exactly their insurance covers. If the venue does not carry liability insurance, then keep looking. After all, no one can predict what will happen on your wedding day.

5. Decorating and General Setup

A lot of wedding locations can have more than one wedding or event scheduled on the same day or weekend. It's important to inquire when the venue will be available for you to do your decorating.

In order for you to have a hassle-free wedding experience, look for a place that allows you to pop in the day or night before, so you don't have to do the decorating and setup on the day of the wedding.

You also need to ask whether or not they have any decor or equipment restrictions, especially if you’re planning on having an alternative wedding theme. You dream could be to have several hundred doves released into the air as you say ‘I do’, but if your venue does not allow animals of any kind, you've wasted both your time and money.

6. The Bridal Suite - Your Wedding Day HQ

The bridal suite is the hub of all pre-ceremony activities. Here, you are free to meditate, have a last-minute toast with the girls, and take hundreds of getting-reading selfies. Most venues automatically come with a dedicated bridal suite, but not all. Always ask if your venue of choice will provide you with an area where you can get ready before the ceremony.

When doing a walkthrough, pay close attention to the location of the bridal suite, along with the privacy it offers. For instance, does the bridal suite offer you enough privacy so you don't accidentally run into the groom before the ceremony? Better yet, does it have a suite for the groom and his groomsmen? Also, remember that many photographers like to stage photos in the bridal suite, so consider the overall decor of the room to see if it meets your taste.

7. Entertainment and Bar Considerations

If you intend on serving alcohol at your reception, the first step is to make sure the venue has a liquor license. Naturally, it’ll be much cheaper if you can bring your own alcohol, so ask the venue if you can. If you intend on using their in-house services, ask if there is a bar minimum, a charge for bar staff, or if they have a corkage fee.

If you’ve planned fun wedding games to keep guests engaged, make sure there is space for them at the venue, and if the chosen activities are in line with the house rules.

As for music, if you have your heart set on a certain DJ or band, ensure the venue doesn’t have any specific music or noise restrictions. Ask where they can set up, how large the dance floor is or if they have their own sound system. If they do have their own sound system, will you have to pay to use it? For those who are getting married on a budget, and can't afford a band or DJ, is it possible to use their smartphone or laptop and hook it up to their sound system?

8. What about a Weather Backup Plan?

When inclement weather hits, it can negatively affect the plans of weddings in either indoor or outdoor venues. That's why you need to ask venues if they have any accommodations to handle this issue. For instance, if it turns out to be over 100 degrees on your wedding day, does your venue have a cooling area? If you're suddenly deluged with a massive downpour, does your venue have a protective tent area set up? Finally, make certain that you have the venue coordinators include any bad weather back up plan in the contract before you book.

9. Off-Peak Season Deals

There’s no getting around it - weddings are expensive, so it's only natural to want to find a way to lower the costs. One of the best ways to do this involves the date you choose for your wedding. The wedding season starts in May and extends until the end of October. This means that if you select a date within this range, the price of the venue will be higher.

Of course, this is a generalization, and your venue's slow season may vary. It's a good idea to inquire when their rates are the highest, and the lowest, narrowing it down by a month if you can. Having a Saturday wedding during the peak season will be much more expensive than a weekday wedding during off-peak season.

Final Thoughts

When it comes right down to it, unless you have a wedding planner do all the footwork for you, it’s your responsibility to examine your venue carefully. It can’t be stressed enough that you need to read all contracts, highlighting the bits you don’t quite understand, so you can contact the venue’s coordinator for clarification. Also, be upfront with the venue’s coordinator regarding the budget, and ask which fees can be waived, if possible.

High-quality venues have dedicated FAQ pages on their website to any possible question you have. Mercury Hall not only has that, but also offers a private tour so you can see all your options, and ask everything before booking.

Having clear and open communication with your venue will help you handle any unexpected situation on your big day, so you’ll have a stress-free, magical experience.