Questions to Ask Your Wedding Venue Before You Book (+Downloadable PDF!)

Planning your dream wedding starts with finding your dream venue. But how do you know if a location is the right fit for you (aside from the instant fireworks you might feel if you stumble upon “the one”)?

It’s all too easy to fall in love with high ceilings, beautiful gardens, or a stunning view. And while it’s true that the heart wants what the heart wants, you need to make sure a venue checks all the boxes before you take the leap of faith. Translation: it might look great at first glance, but there are quite a few variables to consider besides just the kismet.

The success of your big day often comes down to the details that aren’t so obvious at first glance. Asking the right questions upfront is the key to avoiding unwelcome surprises, staying on budget, and setting yourself up for a smooth, stress-free planning process from start to finish.

As you begin touring venues, think of it as an interview process, wherein you’re making sure the venue’s personality and policies align well with your unique vision.

To help you feel confident and prepared, we’ve put together a comprehensive guide of questions to ask every potential venue. We go beyond basic logistics to help you find a partner that will bring your dream day to life.

And be sure to read all the way through to the end of the article: we’ve also included a downloadable checklist that you can take with you on tours. As you plan, know that some venues are now teaming up with companies like Seated With Love to provide you with digital planning tools. We simplify everything from seating charts to wedding websites, with the goal of making your journey to “I do” as smooth and enjoyable as possible.

The Basics

Before you let yourself get caught up in the “oohing” and “aahing” over aesthetics, you’ve got to make sure the basics are covered. These foundational questions will help you make sure the venue is even a viable option for your wedding so you can prevent logistical nightmares day-of.

What dates are available for our preferred season?

This should always be your first question, as it immediately tells you if you can move forward or if you need to cross this venue off your list. You might have your heart set on a fall wedding, but if the venue is booked solid for the next two Octobers, it's better to know right away.

If you can, be flexible. Ask about their availability on Fridays or Sundays, which can sometimes come at a lower price point. Also, inquire about off-season dates if saving money is a top priority.

What is the venue’s capacity for seated and standing events?

You need to know if your guest list will fit comfortably. A space that feels grand when empty can become cramped once you add 150 guests, tables, a dance floor, and a DJ booth.

Ask for two numbers: the capacity for a seated dinner and the capacity for a standing cocktail-style reception. The fire code dictates a maximum occupancy, so this is a non-negotiable number that your venue really can’t budge on.

Once you know what it is, make sure your ideal guest count falls comfortably within their limit, leaving room for a spacious and enjoyable experience for everyone.

Are there any restrictions on décor, music, or timing?

Every venue has its own set of rules, and you don't want to discover a month before your wedding that you can't have the open-flame candles you've dreamed of or that your band has to stop playing at 10 p.m. Historic venues, for example, often have strict rules to protect the property, so it’s important that you know these upfront.

Ask specifically about décor limitations, such as whether you can hang things from the ceiling or use confetti. Inquire about noise ordinances and required end times for your reception.

What is included in the rental fee (tables, chairs, linens, etc.)?

The initial rental fee can be misleading if you don't know exactly what it covers. A seemingly affordable venue can become expensive if you have to rent every single table, chair, and fork separately. You need to be able to accurately budget for rental costs ahead of time if you want to avoid thousands in unexpected expenses.

Ask for a detailed list of what's included. Does the fee cover tables, chairs, basic linens, and tableware? Or are you just getting the raw space?

Do you have a list of preferred vendors, or can we bring our own?

Some venues require you to use their list of pre-approved vendors, from caterers to florists. This can be a blessing, as these vendors are already familiar with the venue's rules and layout. However, it can also be a limitation if you have your heart set on a specific photographer or caterer who isn’t on their list.

Other venues might be more flexible but may charge a fee for using outside vendors. Be sure to clarify their policy and ask if their preferred vendors offer any discounts for booking through the venue.

Amenities and Services

Once you get beyond the basic space, you need to start asking questions about amenities and services to narrow down your search. These are the elements that impact the guest experience, either in small or major ways, and can significantly simplify your planning load if you have an idea of how to manage the day’s flow upfront.

Is there on-site parking, and is it free for guests?

Parking is a logistic that doesn’t seem romantic, but it’s incredibly important for your guests. No one wants to start a celebration by circling for 20 minutes to find a parking spot or paying a hefty fee. Ask if the venue has a dedicated lot or if there’s ample street parking nearby. If parking is limited, find out if they offer valet services and what the associated cost is.

Even if the parking isn’t on-site, or isn’t free, being able to communicate these details to your guests ahead of time is a nice touch that will be much appreciated.

Do you provide on-site coordination or a day-of coordinator?

Some venues include a coordinator in their package, and it’s one of the best investments you can make for a stress-free wedding day. Their job is to make sure everything runs smoothly, from vendor arrivals to the timeline of events, so you can focus on enjoying yourself.

It’s also important to clarify what their role entails. Are they just a venue manager who opens the doors, or will they actively manage your timeline and vendors? If they don't offer one, you'll want to budget for hiring an independent coordinator.

Are there dressing rooms or suites for the wedding party?

Having a comfortable, private space to get ready is a huge plus. It’s where you'll spend the hours leading up to your ceremony, and you'll want it to be spacious, well-lit, and relaxing. A good getting-ready suite with mirrors, outlets, and seating can make the pre-wedding experience much more enjoyable.

Ask if the venue has one or two separate suites for the wedding parties. Find out when you can access these rooms and if you can have food and drinks brought in while you prepare.

Do you offer catering services, or can we bring in an outside caterer?

Food is a major part of the wedding experience, and the venue’s catering policy will be a huge factor in your decision. Many venues have an in-house caterer and won't allow outside food.

If this is the case, you must schedule a tasting to ensure you like their food. Ask about menu options, pricing per person, and if they can accommodate dietary restrictions. If they do allow outside caterers, ask if they have a list of approved companies or if there are any restrictions, like needing a licensed and insured professional.

Are there accommodations for guests with disabilities or those with limited mobility?

Ask the venue about their accessibility, as thinking about these details in advance shows care for your guests and guarantees that everyone can be a part of your special day without any barriers.

Are there ramps for wheelchair access to all key areas, including the ceremony site, reception hall, and restrooms? Do they have accessible restrooms? If it's a multi-level venue, is there an elevator?

Technology and Modern Conveniences

From sharing moments on social media to streamlining your planning process, the right tech can make a world of difference. When you’re touring venues, ask about their technological capabilities, as a venue that keeps up with modern conveniences shows they’re invested in providing a top-tier experience for today’s couples.

Do you offer Wi-Fi for guests and vendors?

In a connected world that’s always “on,” reliable Wi-Fi is almost a necessity. Your guests will want to share photos and videos of your beautiful day using your wedding hashtag.

Perhaps even more importantly, your vendors, like your DJ or photo booth operator, might need a stable internet connection to do their jobs effectively. Ask if Wi-Fi is available throughout the venue and if there's a separate, more robust network for vendors.

Is there built-in AV equipment for speeches, music, or slideshows?

Having built-in audio-visual equipment can save you hundreds or even thousands of dollars in rental fees. Not to mention, a venue with integrated AV equipment simplifies setup and reduces the number of vendors you need to coordinate on the day of the wedding.

Inquire if the venue has a sound system with microphones for speeches and toasts. Ask about projectors and screens if you plan on showing a photo slideshow or video montage.

Do you offer a planning portal to help us with our wedding website, seating chart, and more?

Even if you’ve only recently become engaged, you probably are already aware that wedding planning requires you to juggle a mind-boggling number of details. Some venues go the extra mile to help couples by providing them with digital planning portals that can save time and reduce stress by centralizing all your planning tasks in one place.

For example, Seated With Love, allows venues to provide a portal that allows you to create a beautiful wedding website with your venue's information already pre-filled. You can also manage your guest list, build an interactive seating chart, and handle RSVPs all in one convenient hub.

Can we do a virtual tour of the venue before booking?

Virtual tours have become an invaluable tool, especially for couples planning from a distance or wanting to share the space with family members who can't attend an in-person visit.

A high-quality virtual tour allows you to revisit the space anytime you need to visualize décor or plan layouts. It shows that the venue is transparent and tech-savvy. Ask if they have a 3D tour or a detailed video walkthrough available.

Do you have a backup plan for outdoor weddings in case of bad weather?

If you're dreaming of an outdoor ceremony or reception, this is one of the most vital questions you can ask. Weather is unpredictable, and you absolutely must have a solid Plan B. Ask the venue what their standard procedure is for inclement weather.

So, ask: do they have an indoor space available? Is it as appealing as the outdoor option? When do you have to make the final call to move indoors?

Financial and Contractual Details

Now it’s time to get down to the wire and ask about the fine print: the price. A wedding, after all, is a significant financial investment, so you need to have complete clarity on all the costs and contractual obligations before you sign on the dotted line. Being thorough during this stage prevents misunderstandings and protects you from hidden fees that could derail your budget.

Don't be shy about asking direct questions, either. A professional venue will be transparent and happy to provide clear answers.

What is the deposit amount, and when is the final payment due?

Cash flow management is important when you’re planning a wedding, so ask for the exact deposit amount required to secure your date and when it is due. Then, find out the schedule for the remaining payments. Is it split into multiple installments, or is the full balance due 30 days before the event?

Whatever you do, be sure to get these dates in writing so you can plan your finances accordingly and avoid any late payment penalties.

What is your cancellation or rescheduling policy?

Life is unpredictable, and there are all kinds of factors outside of your control that could prevent your wedding from going as expected (case in point: roughly 20% of all weddings planned for 2021 were postponed due to COVID, with many more cancelled, postponed, or altered in some way the prior year).

Because of this, you need to know the policy (including what might happen in the event of, say, another global pandemic…or, you know, something far less catastrophic).

Ask what happens to your deposit and any other payments if you need to cancel. Find out if the deposit is transferable to a new date if you need to reschedule. Some contracts are more flexible than others, so read this section of the contract very carefully.

Are there any additional fees (cleaning, overtime, etc.) we should know about?

The base rental price is rarely the final number. Many venues have additional fees that can add up quickly, and getting a comprehensive list of all potential fees will give you a true estimate of the total cost and help you avoid any shocking additions to your final bill.

Ask about mandatory charges like service fees, gratuities, cleaning fees, and security fees. Also, inquire about overtime costs. What happens if your party goes 30 minutes past the scheduled end time?

Do you require event insurance, and can you recommend a provider?

Many venues now require couples to purchase liability insurance for their wedding day. This protects both you and the venue in case of accidents or property damage.

Ask if this is a requirement and what level of coverage you need. Some venues will recommend specific providers. Conveniently, some planning platforms are starting to integrate these services. For instance, Seated With Love will be partnering with a company to offer event and even wedding ring insurance directly through their portal, simplifying yet another step in the planning process for you.

What is your policy on refunds if something unexpected happens?

This question goes beyond your own cancellation: in other words, what if something happens on the venue's end? For example, what if a pipe bursts and the venue becomes unusable for your date? This is often covered under a "force majeure" clause in the contract.

Discuss these scenarios with the venue manager. A reputable venue should have a clear policy on how they would handle such an event, which could include a full refund or assistance in finding an alternative location.

Personalization and Flexibility

Your wedding day should be a true reflection of you as a couple. While some venues offer an all-inclusive, cookie-cutter approach, others provide a blank canvas for you to personalize.

Understanding how flexible a venue is will determine how much you can tailor the space and the event to fit your unique style and priorities. Don't be afraid to ask for what you want; the right venue will be excited to work with you to create a one-of-a-kind celebration.

Can we customize the layout or floor plan of the venue?

The flow of your event is important, and you’ll likely want to arrange the tables, dance floor, and other elements in a way that makes sense for your vision.

Ask if the venue has flexible layout options or if you're locked into a standard setup. Can you move the bar to a different location? Can you set up a lounge area for guests to relax?

Are there any restrictions on cultural or religious ceremonies?

If you're planning to incorporate specific cultural or religious traditions into your day, you need to make sure the venue can accommodate them. For example, some Hindu wedding ceremonies involve a small, contained fire. Some Jewish ceremonies include breaking a glass.

Be upfront about any rituals you hope to include and ask if the venue has any restrictions that might interfere. An accommodating venue will work with you to find safe and respectful ways to honor your traditions.

Can we schedule a rehearsal or walkthrough before the wedding day?

A final walkthrough with your coordinator and key vendors a few weeks before the wedding is incredibly helpful for finalizing details. You’ll also want to schedule a ceremony rehearsal, typically the day before the wedding.

Ask the venue about their policy for both. Find out when you can schedule these and how much time you'll be allotted.

Are there options for outdoor and indoor ceremonies/receptions?

Even if you're not planning an outdoor wedding, having access to an outdoor space like a patio or garden can be a wonderful bonus for your guests, giving them a place to get fresh air or mingle during cocktail hour.

Ask about all the spaces included in your rental. If the venue has both indoor and outdoor options, ask if you can use them in combination, such as having an outdoor ceremony followed by an indoor reception.

Do you allow pets on-site for the ceremony or photos?

For many couples, pets are family, and a non-negotiable part of that wedding day magic.

If you dream of having your furry friend as your ring bearer or just want them in a few photos, you need to ask about the venue's pet policy. Some venues are very pet-friendly, while others do not allow animals on the property at all, with the exception of service animals. If they do allow pets, ask if there are any restrictions on where the pet can be or for how long.

The Intangibles

Sometimes, the most important factors aren't on a checklist. The overall feeling you get from a venue and its staff (the vibe, in other words) can make all the difference in your planning experience and on your wedding day.

These questions help you look beyond the physical space to understand the venue's philosophy and the people you'll be working with. Trust your gut instinct: you want to feel supported, comfortable, and excited every time you communicate with your venue team.

How many weddings do you host per day or weekend?

This question gives you insight into how much attention you'll receive. Some venues host multiple events in one day, while others dedicate the entire weekend to one couple. If they host more than one event, ask how they ensure privacy and prevent overlap between parties.

A venue that only hosts one wedding at a time can offer more flexibility and a more exclusive feel, but both models can work as long as the logistics are handled well.

Can we meet the staff who will be working on our wedding day?

You might have a great rapport with the sales manager, but they may not be the person you work with after you book. Ask if you can meet the event manager or coordinator who will be your main point of contact throughout the planning process and on the wedding day.

What is your policy on noise levels and curfews?

We mentioned this in the basics, but it's worth revisiting from a "vibe" perspective. A strict 9 p.m. music cutoff might not work for a couple who wants to dance the night away. Ask about their policies and consider how they fit with the party you envision.

Do you have any testimonials or reviews from past couples?

Hearing from couples who have gotten married at the venue provides invaluable insight. Ask if they can share testimonials or direct you to online reviews. Reading about other people's experiences can highlight the venue's strengths and reveal potential red flags. Look for comments about the staff, the service, and how the venue handled any unexpected issues.

What sets your venue apart from others in the area?

This open-ended question allows the venue manager to share their passion and highlight what they believe makes their location special. Their answers can be very telling. Do they talk about their exceptional service, their unique architectural features, their culinary expertise, or their commitment to making each wedding unique? Their response will help you understand their priorities and see if they align with yours.

Your Perfect Venue Awaits

Choosing a wedding venue is, without a doubt, one of the most important (and biggest) decisions you’ll make in your journey. Take the time to go through each of these questions not merely as a checklist item, but as a process to build the collage of information you need to make the right decision.

Ready to start your venue tours? Don’t forget to download our free, comprehensive checklist of all these questions to take with you.

And as you explore your options, remember to ask venues if they offer modern tools to simplify your planning. A venue that provides a planning portal from Seated With Love is a venue that is already invested in your happiness…and one that will facilitate a stress-free experience right from the moment you book.

Happy planning!