Questions to Ask a Wedding Venue: The Complete Viewing Checklist

A venue viewing is designed to make you fall in love. The sun is out, the tables are dressed and the coordinator is lovely. That's exactly when you need a list, because the details that cause problems later are rarely the ones you see on the tour.

Before starting Bespoke Wedding Company, Lauren was the wedding planner at a West Midlands hotel and wedding venue, so she knows these conversations from the venue's side of the table. These are the questions she'd want every couple to ask. Print them, save them to your phone, and ask the same ones at every venue so you can compare like for like.

Before you visit

You'll get far more out of a viewing if you arrive knowing three things: your rough budget, an estimate of day and evening guest numbers, and a season or a few possible dates. If you haven't got there yet, our guide to your first wedding planning steps walks you through it.

Dates and capacity

• Is our preferred date available? Which other dates are free in the same season?
• How long can you hold a date for us while we decide, and is there a fee?
• What are the minimum and maximum numbers for the ceremony, the wedding breakfast and the evening reception?
• Is there a minimum spend or minimum guest number on our date?
• How does the room look at our numbers? Can we see it laid out for a similar-sized wedding?
• Is there a wet-weather plan, and can we see the space it would use?

Ceremony

• Is the venue licensed for civil ceremonies? Which rooms or outdoor spaces are approved?
• If we want an outdoor ceremony, what happens if the weather turns on the day, and when is that decision made?
• Is there a separate ceremony room fee?
• How long is there between the ceremony and the wedding breakfast, and where do guests go?

Remember that for a civil ceremony the registrars are booked separately, through the register office covering the venue's district. The venue can usually tell you who to contact.

Costs and what's included

This is where the biggest surprises hide. Ask for everything in writing.

• What exactly is included in the package or room hire: tables, chairs, linen, cutlery, glassware, cake stand and knife, easel for the table plan, PA system?
• Is VAT included in the prices we've been given?
• Is there a service charge on food and drink?
• Are there price increases planned for next year if we book a later date?
• What's the corkage charge if we supply our own wine or fizz? Is that allowed at all?
• Is a menu tasting included, and for how many people?
• How do you cater for dietary requirements and allergies? Is there an extra charge?
• Is there a separate price for children's meals, and for suppliers' meals?
• What is the deposit, when are the remaining payments due, and when do final numbers need to be confirmed?
• What is the cancellation and postponement policy?

Exclusivity and timings

• Will we have exclusive use of the venue, or will there be other weddings or events on the same day?
• If not exclusive, which areas are shared: bar, toilets, grounds, car park?
• What time can we and our suppliers get in to set up, and what time does everything need to be cleared?
• Can we set up the day before? Is there a charge for that?
• What time does the bar close and the music have to stop? Is there a sound limiter?
• What time do guests need to leave the building?

Suppliers and decor rules

Many venues have a preferred supplier list. Some are simply recommendations; others are compulsory. It makes a big difference to your budget and your options.

• Can we use our own suppliers, or must we choose from your list? Is there a fee for using someone who isn't on it?
• Must suppliers provide public liability insurance and PAT testing certificates?
• Are there any restrictions on decor: candles, naked flames, confetti, glitter, fixings on walls or beams, hanging installations?
• Can we bring in our own styling and decor, such as backdrops, centrepieces and lighting?
• Are there restrictions on bands or DJs: stage size, power supply, volume limits, smoke or haze machines?
• Where can the photographer and videographer go, and are there any areas they can't use?
• Who is our point of contact on the day? Is it the same person we've been dealing with?

Photographs

• What are the best spots for photographs, inside and out?
• What do you suggest if it rains?
• What time does the light fall at this time of year, and is there somewhere nice for sunset photos?

Accommodation

• Is there a bridal suite, and is it included or an extra charge?
• Are there bedrooms for guests? Is there a discounted rate, and do we need to block-book them?
• When does the room block release unsold rooms?
• Can you arrange a group breakfast the morning after?
• Is there somewhere for getting ready on the morning, and what time can we access it?

Practicalities

• How much parking is there, and is it free? Can guests leave cars overnight?
• Is the venue accessible for guests with limited mobility? Are there step-free routes, lifts and accessible toilets?
• Is there somewhere quiet for older guests or young children to take a break?
• What's the nearest train station, and do local taxis come out late at night?
• Where do you store gifts and cards during the day?
• Where can we store decor and personal items overnight, and when do they need collecting?
• Are there other works or events planned nearby, such as refurbishments or roadworks?

Our tips for the viewing itself

• Visit at the time of day you'd marry. A room can feel very different at 4pm in November than it did at noon in June.
• Ask to see a wedding being set up, if the venue allows it. You'll see how they really work.
• Check the toilets and the bar. Guests spend more time in both than you'd think.
• Take photos and notes straight after each visit, before the venues blur together.
• Read the contract before paying a deposit, particularly the cancellation and supplier clauses.

Looking locally? Take a look at our pick of top wedding venues in the West Midlands.

Quick answers

How many wedding venues should we view?

Three to five is usually plenty. Shortlist online first, then visit the ones that fit your budget, numbers and date.

What's the most important question to ask a wedding venue?

What exactly is included in the price. Two venues with similar headline prices can end up very different once VAT, service charge, corkage and extras are added.

Should we take anyone with us to a venue viewing?

Go on your own for the first visit so you can talk freely. Bring family, or your planner, to a second viewing once you've shortlisted.

If you'd like someone experienced alongside you when you're viewing and booking, that's part of our wedding planning service. Get in touch and tell us what you're looking for.