Deciding which venue to book is one of the biggest decisions you’ll make during your wedding planning! When touring venues, having a wedding planning checklist to. keep track of what questions to ask can help narrow down which venue is right for you.

Whether your are booking for your bridal shower, engagement party, wedding ceremony, or wedding reception – choosing the right venue sets the tone of your celebration, impacts your budget, and determines so many other details. So before signing a contract and paying the deposit, you can have peace that you’ve asked ALL the right questions.

Here are 20 must-ask questions for booking a venue

Pricing & Payments

When you’re booking a venue, the biggest question is the simplest “how much does it cost?” – try adding these questions to your wedding planning checklist to break-down this question even further:

1. What is included in the rental fee?

• Does the rental cost include tables, chairs, linens, décor, setup/tear-down, or just the space?

2. What is the total cost including taxes and service fees?

• Always ask for a full cost breakdown so you’re not surprised by hidden add-ons

3. What is the payment schedule?

• How much is due upon booking to secure the date? When are final payments required? How is payment received?

4. What is the cancellation or refund policy?

• Life happens sometimes so it’s important to understand what you’re committing to financially.

For more cost-saving hacks, check out Budget-Friendly Wedding Tips!

Availability & Timing

Before sending our your save-the-date’s and planning a wedding timeline, it’s important to ask questions about date availability and timeline restrictions. Try asking:

5. How many hours are included in the rental?

• How long can you rent the venue for? When can vendors arrive? When does cleanup need to be finished?

6. Is there an overtime fee if the reception runs late?

• If yes, how much per hour?

7. Are there multiple weddings/events booked on the same day?

• Will you have exclusive access to the property?

Catering & Bar

8. Do you have in-house catering, or can we bring our own?

• If outside catering is allowed, are there additional fees?

9. Are there menu tastings included?

• If so, how many people can attend?

10. What are the bar options?

• Open bar, cash bar, consumption bar? Is there a corkage fee? Is applying for a liquor license required?

11. Do you provide staff (servers, bartenders, coordinators)?

• If so, is gratuity built into the quote? Or is it separate?

Setup & Décor

12. What décor restrictions do you have?

• Are real flame candles allowed? Sparklers? Hanging installations?

13. Who handles setup and teardown?

• Can you drop off décor the day before? Set up the day before? Take down day after?

14. Is there a backup plan for bad weather (for outdoor venues)?

• Is there an indoor space the ceremony, cocktail hour, and reception? What indoor space if available for bridal party, family, and bride and groom photo’s?

Vendors & Logistics

15. Do you have a preferred vendor list?

• Are outside vendors allowed? Is there a fee if vendors from outside of the list are hired?

16. Are there noise restrictions or music cut-off times?

• What is the latest time the venue can be booked until?

17. Is there enough parking for guests?

• Is it free parking? Is valet required?

Guest Experience

18. What is the maximum guest capacity (seated vs. standing)?

• Do different rooms/spaces have different capacity limits?

19. Are there getting-ready suites for the bride and groom?

• Are these included in the rental cost?

20. Is the venue accessible for elderly or disabled guests?

• Is there handicap accessible washrooms? Ramps? Elevator? Parking?

Final Tip Before Booking

If you’re seeing multiple places, consider bringing a venue specific wedding planning checklist – my FREE Wedding Venue Question Checklist is perfect to bring with you for every tour! It makes deciding on a venue so much easier (especially when emotions are high and everything feels magical) when you can easily see the differences between the places.

Lastly, and most importantly — have fun and trust your gut! If the venue feels right, aligns with your vision and budget, then that’s the place where your love story is meant to begin.