Questions to Ask Your Venue Before You Book

OK! So, you have your list of venues you want to take a look at. You go to take a tour but you're absolutely clueless on what to ask during the tour. Some venue representatives will cover these during the tour but in the case they don't -No need to fear, I got this checklist for you here.

We're going to begin with the basic but important questions and we can work our way into the more detailed questions.

1. What is the minimum and maximum amount of people on different days of the week? This question should be giving you wiggle room to work with your budget if you don't mind what day of the week your venue will be.

2. What packages are offered with the quote you have been presented with? Some venues will have food and non alcoholic drinks included in the quote, others have a separate catering package. If the venue does offer food and drinks in their quote you should be asking this follow up question-How will the food be served and what food selection is offered? There are multiple ways the food can be served. The most common ones are buffet style, family style, and menu style. There are venues that offer multiple packages for alcoholic drinks- questions for those will be in the "more detailed" questions below.

3. Are linens/tablecloths, silverware, chairs, and tables included? Depending on the type of venue you are touring, some will have the tablecloths and silverware included in the quote with multiple options/colors to choose from while others may require you to bring your own.

4. How long can you rent the venue for? Larger events typically happen at night therefor some venues do rent out the venue in the morning to the early afternoon for smaller events such as company brunches or bridal showers for example. It's important to ask if the venue participates in that practice. This does not mean it's a red flag for a venue! Remember that they are also a business and a lot of venues do rent out the morning hours. Don't worry, they will have the space cleared out in time for yours! A follow up question that NEEDS to be asked if you absolutely do NOT want the morning to be rented and want the entire day for your event. Do you have to pay an extra fee to have the venue clear in the morning? Is there a fee in case the event goes longer than usual? Some venues do charge a very small fee to give you access to the venue in the case that vendors need to come in early and do their setup. Talk to your vendors about this as well. About a month before your event shoot your shot with the venue and if they have no event scheduled the morning of your event, chances are they would just go ahead and let your vendors come in early without you having to pay that extra fee. It's a risk you would have to take.

5. WHAT IS THE CANCELLATION POLICY!!!! - I cannot stress this question enough! Even if it's a wedding ask for cancellation policies! This is not to say you and your partner will call the wedding off, but you never know what happens! Universe forbid there is a tragic event on either side. There is also a possibility that you find a better venue after you have made a deposit but you have space in your budget to just burn the deposit and book that new venue. What if someone crucial to your event tests positive for Covid and you need to reschedule? Who knows! ALSO ASK ABOUT THEIR COVID POLICY! Majority of the venues will let you reschedule your event in the case of another shut down but every venue is different so please please please do not forget this question! Some do refund your deposit or a portion of it if you have booked far enough in advance and they are able to find someone else that needs the venue for that date.

6. What type of parking do they have? The usual parking for venues is to have a third party valet service to reduce liability for all parties involved. But again it does depend on the venue. Hotel ballrooms for example might have free parking for guests while private venues do require valet services. A follow up question if they do have valet. Who will be paying for the valet service, the guests or the host of the event? More often than not the guests will have to pay for valet but there are venues that offer the host of the event to pay for the service.

7. What are the noise restrictions? This question is more for outdoor venues or more public venues such as a park or a lakefront for example. Indoor venues almost always do not have noise restrictions as the building is built for the sound to stay indoors.

8. What payment methods do they take? Almost all venues take cash or check payments, but if you have a credit card that racks up travel points double check with the venue and see if they take card payments so you can earn those points!

Now that we have the most important questions out of the way. These are the more detailed and specific questions to ask.

1. Are entertainment packages offered? There are venues that offer 'entertainment' packages such as sparkler machines or fog machines. They also might offer laser lights, slideshow screens, live broadcasting of the event, same day event slideshow, etc... If you want your event to have any of those extra cool stuff ask what is offered. You should also ask if they do not allow certain extras. While the majority do allow all types of extras, some may not. For example even though the sparkler machine lets out cold sparks, they still set off certain smoke alarms that would have the fire department show up. Nobody wants that to happen. This can also include real candles. Venues more often than not will let you know if that is the case but it never hurts to ask if they don't mention it.

2. Is there a cake cutting fee? Cake cutting fee is something that a lot of venues had but personally I have seen that venues do not charge a fee to cut your cake. Again, doesn't hurt to ask.

3. If they offer alcoholic drinks, you should ask what packages do they offer? Are you allowed to supply the venue with your own alcohol? Venues that have a license to serve or sell alcohol might have different packages from open bar, to cash bar, or just putting a few bottles on the table for guests to serve themselves. I personally have been to venues that offer multiple options. Some do charge you a small serving fee even though you supply the alcohol others will not charge a serving or corkage fee. Who knows some venues might not allow any alcohol on site.

4. What sound system does the venue have? This is important if you are hiring a DJ. There are venues that have upgraded sound systems and have a built in system. This means that your DJ does not have to worry about the larger sound systems. If they do not offer one let your DJ know what system is in place so that the event music runs smoothly. This can apply if you are hiring a band as well.

5. If your event is a wedding, ask for information about a Bridal Suite. Venues that do weddings will have a bridal suite setup more often than not. If they do offer a suite you need to ask what the rules are. There are instances where they only allow the bride and groom access to the room, or the entire bridal party. There are also times where the bridal suite will not be accessed after the grand entrance, or only the bride and groom will have access after their entrance

6. Do they offer decor packages? I have personally toured venues that offer decor packages. This can include anything from being able to take care of all the decor (centerpieces, head table, floor decals) to only offering a head table decor/setup.

7. What is the floor plan layout? The floor plan layout should cover everything from how many guests can be seated per table if tables are included and how the tables will be set up.

8. Is cocktail hour included? If a cocktail hour is something you really want for your event be sure to ask this question! There are venues that pass around champagne free of charge if you bring your own bottles and there are some that have hors d'oeuvre and drinks but for an extra fee. Again this varies venue to venue.

9. Can you come and see the venue while it is being set up for a similar event? There are venues who do offer a tour while a setup is currently taking place. This is a great way for you to get a feel of how the venue will feel when yours is being set up. Also a great opportunity to meet the point of contact for the day of the event.