128 South, Kate Supa Photography, Jamie Warzel Hair & Makeup, Eco Chic Blossoms
One of the very first steps in the planning process is to choose a wedding venue for your special day! A venue sets the stage for your decor, layout, and flow of the evening. The venue you choose will provide the backdrop to all of your wedding photos, so keep that in mind too. Many venues also come with certain guidelines that can impact your planning choices, so it's important to know which questions to ask your venue host.
Here are our recommended questions for venue hosts, which include factors for both ceremony and reception venues, if you choose to have 2 separate sites. We hope these questions help you navigate the beautiful world of venues as you find the perfect one for you and your love!
Board & Batten Events, Tree Bird Photography, Willow Floral Boutique, Cooke Rentals
1. What is the maximum capacity?
Before choosing a venue, you'll decide on your guest count and budget. As you scour venues, make sure the space can accommodate your guest count for the ceremony and reception. The maximum capacity can also affect the amount of chairs, tables, and other rentals your venue might include.
2. Do you require any liability insurance or alcohol permit?
If your venue requires liability insurance, you will want to check with each of your vendors that they can provide documentation. Typically, larger companies already have insurance, so this will be easy. If you have vendors who are friends, however, or a small business, they can purchase insurance for your specific wedding date at about $100. We'd recommend having a conversation to figure out who will pay for the insurance cost.
You can obtain a limited special occasion permit for about $50, which allows you to bring alcohol onto the premises and serve drinks to guests. You can also check with your caterer/bar service to ensure they can provide a permit.
Stowe Manor, Yah Photography, Carey Roberts Design, Hayden Olivia Bridal
3. What is included in the venue cost?
Venue costs largely depend on the day of the week you choose and whether that falls into the peak or off-peak season of the year. If the time of year & day isn't important to you, this could save you a TON of money that can go to something you value more - like delicious food! Hopefully the venue of your choice includes items like chairs, tables, linens, and other decor. These can add up quickly and create more work for vendors and planners to set up/break down. Some venues even include catering costs in the overall price if they require in-house catering at the venue.
4. What is the rain backup plan?
If you love outdoor weddings as much as we do, then chances are you'll choose a venue with a beautiful outdoor space! We'd recommend choosing a venue that includes both indoor & outdoor options, juuuuust in case of rainy weather. Many venues offer tent options, so you can still achieve that outdoor ambience even if the weather changes last minute. Venue hosts and planners alike will always require a rain backup plan, since it's nearly impossible to determine the weather months away from your day. We always check a month out, a week out, and throughout the final week to determine our plan for the day. If the weather is looking gray, we'll work with our brides to make a final decision on the layout. However, we're always prepared to move tables, chairs, and make changes at the last minute as well.
We Are One Photography, Stowe Manor, Jimmy Bloom Florals, Kelsey M Spry Beauty
5. How long do we have access to the venue for?
This question is KEY for you and your vendors. If you have early access to the venue, your hair & makeup artist(s) can arrive early to help you and your bridesmaids get ready. The access time also determines how long your florist, rentals, and other vendors have for setup. Venues also provide an end time, which can determine your day's timeline, including what time your event ends, to allow for cleanup time.
6. Is there a space for the girls and guys to get ready in?
If your venue provides a bridal suite/groomsmen suite, then it's super convenient for you and your bridal party to get ready on-site. If they don't provide a designated getting ready space, you could get ready at a nearby hotel, someone's home, or studio (provided it's nearby). We'd also recommend thinking about transportation to the venue, whether that's personal vehicles or a fun trolley / limo.
Eggleston & Co., Morning Glory Farms, Samantha Hayes Hair & Makeup
7. Are there any restrictions for decor?
Since venues pay for upkeep, maintenance, and other costs to preserve the space for events, they have the right to enforce certain restrictions to protect their venue space. Some examples we've seen include rules against sparklers, candles, confetti, or other things that could pose as a hazard or possibly damage the venue. Being aware of these restrictions is important before purchasing your decor, so you comply with the venue's guidelines.
8. Are there any restrictions for music?
Before choosing a DJ, band, or entertainment for the evening, we'd suggest finding out what restrictions your venue has on music. If you're set on having a band, be sure to choose one that allows live music, because (believe it or not), some don't! We recommend inquiring about cutoff times, because this will determine an end time for your DJ and dancing. If the venue is in a historic town or neighborhood, they might operate under a noise ordinance, which limits the volume of your music and the indoor/outdoor flexibility. At the end of the day, it's important to comply with venue rules, especially to avoid any fees or frustration during your day. If a venue is too restrictive for your taste, you're probably better off at a flexible venue than compromising your dream wedding goals.
Highlands Brewery, Noah Edwards Photography, Saylor Brothers Band
9. Are there drop-off or set-up regulations for vendors?
We'd recommend asking venue hosts about vendor arrival times, entry points, permitted setup locations, and any other set-up regulations they have. Some venues will allow vendors to set-up the day/night before the wedding, granted there isn't another event going on that day.
10. Do you allow liquor in addition to beer & wine?
If an open bar is important for you and your guests, be sure to ask about alcohol restrictions! Certain venues require in-house bar service, which might only provide beer and wine. Others simply might have a rule against liquor because it's not included in their license. Violating this rule could result in a hefty fine or even risk shutting down your reception, which is NOT worth it! If hard liquor is important to you, we'd recommend finding somewhere that does allow it, which shouldn't be too difficult :)
Hopefully our top recommended questions will help you find the perfect venue of your dreams! We'd love to hear what other questions you're curious about regarding venues and venue hosts - so feel free to comment below or contact us with your questions! :)