Questions to ask a wedding venue

Date, hours and space

1. Is our date available, and how long will you hold it before an advance is needed?
2. What are the exact hours included, and what is the charge for extra hours, including early set-up?
3. How many guests can sit for a meal, and how many can stand? Which layout do those numbers assume?
4. Is any other event booked in the same venue or an adjoining hall on our date?
5. Which areas are included: lawn, hall, rooms for changing, a separate dining area, a green room for performers?
6. Is there a covered backup space if it rains or gets too hot, and is it included in the price?

Food, decor and outside vendors

1. Must we use your in-house caterer or decorator, or may we bring our own? Is there a fee for outside vendors?
2. Are there rules on the type of food or drinks that may be served, and who arranges any licence your state requires for serving alcohol?
3. What time can the decorator start, and by when must everything be removed?
4. Are open flames, candles, confetti, fog machines or fireworks allowed anywhere on the premises?
5. Can we see photos of the space empty, not only decorated?

Power, sound and practical needs

1. What power backup exists, how many hours does it run, and is diesel or fuel charged separately?
2. What time must amplified music stop, and who arranges any permission local rules require for loudspeakers?
3. How many toilets are there for guests, and how often are they cleaned during the event?
4. How many cars can park, is there valet service, and where will buses or tempo travellers wait?
5. Is the venue step-free for elders and wheelchair users, from the gate to the seating and toilets?
6. Where is the nearest hospital, and is there a first-aid kit and a staff member trained to use it?

Money and safety

1. What is the full price, and which extras could be added: generator, cleaning, security, taxes, service charges?
2. How much is the security deposit, what can be deducted from it, and when is it returned?
3. What is the cancellation and postponement policy, in writing?
4. Are fire extinguishers in place and emergency exits clearly marked and unlocked during events?
5. Who is our contact on the day, and will they be on site throughout?

Get it in writing

• A written quote on the vendor’s letterhead, email or invoice format, dated, with the event name, date, venue and hours.
• An itemised list of what is included and what costs extra, so two quotes can be compared line by line.
• Whether taxes are included in each amount, and whether the vendor will issue a proper invoice.
• The payment schedule: advance, part payments and balance, with the date each one is due and how it is paid.
• What happens if you postpone, reduce the guest count or cancel, and what happens if the vendor cannot deliver.
• The name and phone number of the person who will actually be in charge on the day.
• A receipt for every payment, including cash, with the date and what it was for.