Not-So-Obvious Questions to Ask Before Booking Your Venue
Finding the right wedding venue is one of the biggest decisions in your planning process. While most couples remember to ask about availability, capacity, and pricing, there are plenty of other details that can make or break your experience.
Here are some not-so-obvious (but very important) questions to ask before signing that contract.
Photo by Peach Plum Pear Photo of the Bok building skyline
1. Are you available on our wedding date?
This one might seem obvious, but before you fall in love with a venue, confirm their availability. If they’re booked, ask if they have any recommendations for venues with a similar vibe or aesthetic.
2. How many guests can you accommodate?
Venues often have a maximum capacity, but that doesn’t always mean you should fill it to the brim. Ask for seated versus standing capacities, especially if your event includes dinner and dancing. Overcrowding can impact guest comfort, service efficiency, and overall flow.
3. What’s included in the rental fee?
Some venues provide tables, chairs, linens, and even decor, while others are more of a blank slate. Knowing what’s included (and what comes at an extra cost) helps you plan your budget accordingly. Ask about essentials like restrooms, catering prep areas, and lighting.
4. Do you have any restrictions or rules?
Every venue has its own set of guidelines — some might enforce strict end times, noise restrictions, or limitations on open flames (candles, sparklers, etc.). Others may have policies on pets, food trucks, or confetti. It’s better to know these upfront than be caught off guard later.
Photo by M2 Photography
5. Do you have preferred or required vendors?
Some venues require you to use their in-house catering or work with vendors from a pre-approved list, while others allow you to bring in your own team. If you have a specific caterer or vendor in mind, confirm they’re allowed to work at the venue before booking.
6. Are there designated spaces for getting ready?
Having an on-site getting-ready space is a major convenience. If the venue provides one, check when you’ll have access to it, how spacious it is, and whether it has good lighting for hair, makeup, and photos.
7. What’s the backup plan for uncomfortable weather?
If any part of your wedding is planned for the outdoors, make sure the venue has a solid contingency plan for rain, wind, or extreme temperatures. Do they have an indoor option? Access to tents? How far in advance do you need to make the final call? A good rain plan can save you a lot of stress.
Photo by Rachel Betson Photography of the Philadelphia Free Library
8. How much time is included in the rental?
Some venues include setup and breakdown time in their rental window, while others charge extra. Clarify when you can start setting up, when your event must end, and how long you have for cleanup. This is especially important information for your vendors to know in advance, as well.
9. How is parking handled?
Parking can be a major headache if not properly planned. Ask if the venue has on-site parking, valet services, or nearby lots. If parking is limited, check whether shuttle or trolley services can easily access the venue. Also, be sure to note if there’s ample lighting at any on-site lots after sunset.
10. Will there be staff on-site during the event?
Some venues include an on-site coordinator to help with venue logistics, while others simply provide the space and leave the rest up to you. Find out if staff will assist with setup, teardown, or event management — or if you’ll need to hire additional help.
Remember, there IS a different between a venue coordinator and an independent wedding coordinator.
11. Are there any decor or setup restrictions?
Many venues have strict rules about hanging installations, open flames, confetti, or even certain adhesives for decor. If you have a specific vision, make sure it aligns with what the venue allows.
Photo by Peach Plum Pear Photo of the Bok building GYMNASIUM
12. Do you have noise restrictions?
If you’re dreaming of a lively dance floor with a DJ or live band, check if the venue has any sound ordinances — especially if it’s in a residential area. Some venues require music to be turned down or off by a certain time.
13. Do you require wedding insurance?
Venues may require couples to purchase liability insurance to cover potential damages. Ask what’s needed and whether your vendors also need to carry professional liability insurance (which they absolutely should be able to provide for you).
14. What happens in case of an emergency or cancellation?
Life happens, and it’s good to know what your options are if something unexpected comes up. Ask about their payment policy, rescheduling options, and any fees associated with changes.
15. Are there overnight accommodations nearby?
If the venue doesn’t have lodging on-site, ask about nearby hotels or rental properties. Some venues have partnerships with local hotels for room blocks and special rates.
Photo by Dearly Beloved Photography on the grounds at Glasbern Inn
16. Do you offer discounts for off-peak dates or times?
If you’re open to a Friday, Sunday, or even a weekday wedding, you might be able to snag a discount. Ask if they offer lower rates for non-peak dates or seasons.
17. What’s your policy on alcohol?
Some venues require you to purchase alcohol through them, while others allow outside vendors or BYOB. If you’re bringing your own, check for corkage fees or licensing requirements.
Photo by M2 Photography
18. Do you have heating, air conditioning, or generators?
If your venue isn’t temperature-controlled, ask how they handle extreme weather. Do they have heaters, fans, or air conditioning units? Backup generators in case of power outages? These pieces of equipment can make quite a dent to the overall budget if they need to be rented from a third party.
19. What permits will we need?
Depending on the venue and your plans, you may need permits for things like a tented reception, fireworks, or amplified music. Ask if they handle the paperwork or if it’s your responsibility.
20. Can we schedule a walkthrough closer to the wedding?
A final walkthrough is helpful for reviewing setup details, logistics, and timing with your vendors. Ask if the venue allows this and how far in advance you should schedule it.
Take Your Planning to the Next Level
If you found these questions helpful, imagine how much easier your entire wedding planning process could be with a comprehensive list for every vendor! My Not-So-Obvious Questions to Ask worksheet series covers all the essential questions to ask your photographer, florist, caterer, and more — helping you make informed decisions and avoid last-minute surprises.
Your venue sets the stage for your entire wedding day, so making sure it aligns with your vision, logistics, and budget is key. Asking these not-so-obvious questions upfront can help you avoid unexpected surprises and ensure a smooth planning process.
