What Questions To Ask A Wedding Venue

You’ve been dreaming about your perfect wedding venue since, well, forever. But here’s what no one tells you: falling in love with a space before asking the right questions is like buying a car without checking under the hood.

Too many couples get blindsided by surprise fees, hidden restrictions, and “sorry, we can’t do that” moments three weeks before their wedding. That’s why we created this no-BS venue interrogation guide.

Ready to become a venue detective? Let’s dive in.

The First Call: 7 Make-or-Break Questions

Before you fall head-over-heels for those perfect photos, get these essentials locked down. This 15-minute conversation will save you hours of heartbreak later.

Essential Questions for Your Initial Call:

Capacity: How many guests can your space accommodate for a ceremony followed by a cocktail reception followed by dinner & dance with space for a band?

What if you didn’t want a seated dinner? What then would the capacity be for a cocktail-reception-style wedding with limited seating only?
Minimum guarantee: What is the required minimum number of guests, and what is the maximum your rooms can hold should your guest count increase?
Pricing: How much does your wedding package cost per person, including the service charge and tax?

Wedding package: What is included in the wedding package?
- How many hours of open bar and wine service are covered?
- Does the wedding package include hors d’oeuvres plus food stations during the cocktail hour?
- How many courses are served during dinner?
- How many choices of entrees are available?
- Is the wedding cake included?

Ceremony: Can the venue accommodate the wedding service?
Venue fee: What is the site fee, with or without the ceremony?
Dates: What dates are available in your date range?

Pro Tip: Ask if you can visit during another couple’s wedding setup (before guests arrive). There’s no better way to see what your day will actually look like.

The Money Talk: What Your Venue Isn’t Telling You

Here’s the thing about venue pricing: that “starting at $X per person” number? It’s basically a fairytale. Let’s get to the real numbers.

Red Flag Alert: If they can’t give you a straight answer about total costs, including service charges and taxes, keep looking.

Financial Questions That Matter:

How much is the initial deposit, and when is it due?
When is the full prepayment due?

Does the venue accept standard credit cards? Can you use multiple credit cards?
What is the cancellation policy?
Can the deposit be reapplied to a future event if the original date doesn’t work any longer?

Can you put a “soft hold” on a date without paying a deposit, and can the venue contact you if another couple wants that same date?
Are there any additional labor fees that are not factored into the wedding package already (i.e., bartenders, bathroom attendants, security, engineers, or others)?
Are there any hidden or miscellaneous charges you should be aware of? (extra power/electricity, early-day setup fees, union staff-related surcharges, cake cutting fees)

Overtime: How much is overtime? What does it include, and when does it apply?
Does overtime pay include a continuous bar?
Are your prices flexible depending on the day of the week (Saturday vs. Sunday vs. weekday)?

Are your prices flexible depending upon the time of the year (different seasons)?
Are your prices different around major holidays?
Can the venue provide a cost estimate, including all labor charges, service charges, and taxes?

How much is the service charge?
How much are the taxes?
If your final guest count falls below the contracted minimum, could the difference be applied to an upgrade on the menu?

Money-Saving Hack: Ask about “soft holds” on dates. Many venues will hold your date for 1-2 weeks without a deposit while you decide.

Setup Secrets: Making Your Vision Come to Life

You’ve got the Pinterest board, but will your venue actually make it happen? These questions separate the dream from the disaster.

Ceremony Setup Questions:

How many rows of chairs will there be in the room? And how many people are seated in each row on each side of the aisle?

How wide is the aisle?
Will there be any side aisles?
Can the venue provide a platform or stage riser in the front of the room?

Does the venue provide a complimentary microphone & sound system for the officiant? Are additional mics for readings available?
Does the venue have note stands for readings and musicians?
Will there be any beverages butler-passed during invitations as guests arrive for the ceremony?

Is there a space for any early arriving guests?
Where would the musicians be located?

Cocktail Reception Layout Questions:

How many bars will there be?

How many high-top tables will be used?
How many cocktail tables will be used, and how many chairs will be at each cocktail table?
Where would the food stations (if applicable) be located?

Where would the musicians be located during the cocktail reception?

Dinner & Dance Setup Questions:

Do you have both round and rectangular dinner tables available?
How many guests can be seated at each table?

If applicable, where would a sweetheart table be set up?
Where would the wedding cake be displayed?
Where would the dance floor be located? Does the venue provide a dance floor?

Where would the music (band or DJ) be located?
Is there space for a photo booth, candy station, or other fun action stations?
Where would the bar(s) be located in the ballroom?

What do your banquet chairs look like?
Do you have a stage riser for the band or DJ?
What complimentary linens are available?

Where would party favors be set up?
Where would the sign-in book, gift card box, and photo frames go once you moved from cocktail reception to dinner space?

Styling Hack: Ask to see photos from real weddings, not just their marketing shots. You want to see what your guest count actually looks like in the space.

What Questions To Ask A Wedding Venue about the Menu (1) (1)

The Food Files: Getting Beyond “Chicken or Fish”

Your guests will remember two things: how you looked and how the food tasted. Let’s make sure both are unforgettable.

Menu Deep-Dive Questions:

Does the venue use an outside caterer, or do they have their own Chef and team?

If needed, can the Chef create a unique menu based on geographical background or cuisine (Texas-style BBQ, Spanish Paella)?
Could the Chef customize existing menu items if needed? (replacing sauce, starch, or vegetables)
Do you offer vegetarian and/or vegan alternative menu options?

What is an example of a vegetarian option?
Are gluten-free guests provided with an option?
How will you handle any food allergies if guests have specific allergies?

Do you include a complimentary tasting, and how many guests could attend?
Is the wedding cake included?
What designs are available for the wedding cake?

Could the wedding cake replace dessert to save costs?
How many choices of entrees are available?
Is a vegan and/or vegetarian option counted as one of the entrée choices, or is it a “silent” third option without extra costs?

Do the waiters take orders for entree choices at dinner tables, or do you need to provide exact numbers ahead of time?
How many courses will be served during dinner?
If the venue only includes a single plated dessert, could they allow two alternating desserts without charging additionally?

Insider Secret: Most venues will negotiate on menu upgrades if your guest count is above their minimum. Ask about it.

Bar Basics: Because Nobody Wants Cash Bar Drama

What Questions To Ask A Wedding Venue - Bar

Nothing kills a party vibe like running out of wine at 9 PM. Here’s how to avoid that nightmare.

Bar Service Questions:

What kinds of white and red wine will be served? (mention specific wines you like: Chardonnay, Sauvignon Blanc, Pinot Grigio, Cabernet Sauvignon, Merlot, Pinot Noir)
Could the venue accommodate a wine upgrade if you’re not happy with their house wines, and how much extra would it be?
Could you taste the wine or buy a bottle before the wedding?

Is sparkling wine or Champagne included at the bar and during dinner?
Could the venue make Bride & Groom signature cocktails?
Does the venue provide a full premium bar?

How long is the bar open?

Wine Cost-Saving Options:

Could you provide your own wine?

Would there be a corkage fee?
Could the venue waive the corkage fee if your wine replaces their wine at the same package price?
How many cases of wine (white, red, and sparkling) would be needed if you brought it?

Money-Saving Hack: Dreaming of serving high-end wine without the high-end price tag? Ask if you can bring your own bottles. Even with corkage fees, you’re likely to save 30-40% on those luxurious selections that would otherwise cost a fortune through the venue. Just make sure to get a clear answer from your venue on this possibility—you might be opening a door to a major budget hack!

Service Standards: Who’s Actually Taking Care of Your Guests?

Great service is invisible—until it’s not. These questions ensure your guests feel VIP, not forgotten.

Staffing Questions:

What is the ratio of guests to waiters per table during dinner?
What is the ratio of guests to waiters during the cocktail reception?
How many bartenders will be working at the wedding?

How many bars will be in the room, both during cocktails and dinner?
Who will be your main on-site contact during the planning stage and on the day of the wedding?
Do you need a wedding planner?

Is there security on site? Is the fee included?
Will there be any bathroom attendants? Is the fee included?
Is coat check service included?

Design & Entertainment: Making It Instagram-Worthy

Let’s talk about the pretty stuff—and the rules that might kill your vibe.

Design Questions:

Are there any restrictions for using lit taper, votive, or pillar candles?

Does the venue provide complimentary candles? What kind and how many per table?
Does the venue provide printed menus for each place setting?
If needed, does the venue provide complimentary chair covers?

Ask if the venue has a piano on-site and if musicians can use it? Is there a fee?

Entertainment & Special Items:

Are there restrictions for bringing confetti cannons, bubbles, rose petals, throwing rice, sparklers, smoke machines, balloons, outside vendor food trucks, and other entertainment items?

💡 Styling Hack: Get approval in writing for any special entertainment items. “Usually it’s fine” isn’t good enough for your wedding day.

The Fine Print: Rules That Could Ruin Your Vibe

Every venue has rules—some reasonable, some ridiculous. Better to know now than on your wedding day.

Vendor & Policy Questions:

Do you have to use the venue’s vendors (florist, entertainment, photographer, rental companies), or can you provide your own?
Does the venue have a recommended vendors list?
Do you require a Certificate of Liability Insurance from outside vendors?

How many hours before the wedding can vendors start setting up?
How much time do vendors have to break down and remove rentals after the wedding?
Does the venue provide all chairs, tables, plates, silverware, glassware, and linens?

Restriction Questions:

Is there a cut-off time for music, and are there noise restrictions?
Does the venue provide audio-visual equipment (complimentary or paid)?

Are lighting levels on dimmers and adjustable during the evening?

Red Flag: If they have a novel-length list of restrictions, run. Your wedding shouldn’t feel like a prison sentence.

Questions To Ask Your Wedding Venue About Logistics

Logistics & Accommodations: The Behind-the-Scenes Stuff

The unglamorous questions that make or break your guest experience.

Guest Accommodation Questions:

Does the venue offer discounted overnight rooms for out-of-town guests?
If your wedding is at a hotel, does the venue include a complimentary overnight room or suite for the bride & groom?

Does the venue provide a wedding hotel room block at discounted rates?
Can they recommend hotels in the vicinity?

Accessibility & Facilities:

Is the venue wheelchair accessible (ADA compliant)?
How many bathrooms are available? Are they shared with other events?
Are there dressing rooms for the bride, groom, and wedding party? Are they included in the package?

Can you keep the dressing rooms until the conclusion of the event?
Is there a secure room where you can store wedding gifts?
Is there a nearby room suitable for children/babies if you hire a babysitter?

Day-of Logistics:

What parking options are available? Are there additional costs?
Will your staff usher guests from one room to another?

How much time do you allow for each portion: ceremony, cocktail reception, dinner & dance?
How many hours of using the event space are included in the wedding package?
Are there other events using your space on the day of your wedding?

How many weddings are hosted at the venue per year?

Setup & Storage Questions:

What day can you drop off and store wedding items at the venue? (menus, escort cards, place cards, favors, programs, gift bags, signs, etc.)
Where can escort cards be displayed? What kind of table is available? Who will set them up?
Where would you put a table for wedding gift card box, picture frames, and sign-in book?
Would the venue’s staff help set up and break down decor/props not provided by the venue?

Weather Contingency:

If booking outdoor space, does the venue have indoor backup for weather?
How much notice is necessary for moving an outdoor wedding indoors, and are there additional costs?

Rehearsal Options:

If the ceremony is at the same venue, can you rehearse the day before?
Can the venue accommodate a rehearsal dinner the night before or post-wedding brunch the following day?
Does your wedding venue have a fun space for an after-party?

Special Dietary or Religious Circumstances: Kosher Weddings

If you’re planning a kosher wedding at a non-kosher venue, these questions are non-negotiable.

Kosher Wedding Questions:

Do you have the capacity to host a kosher wedding?
Who is your kosher caterer?
Can I use my own kosher caterer?
Can the caterer kosher your ovens, surfaces, and other appliances?
What is the pricing of your kosher wedding package?
What surcharges apply for additional labor (Rabbis, extra Chefs, Stewards, Food Station Attendants)?
Does your package include kosher wine (mevushal), kosher champagne, and kosher spirits?
Does the kosher caterer provide the silver & china?
Can you set up hand washing stations?
Do you include challah bread for the blessing?
Does the venue have extra space for additional ceremonies (signing the ketubah, separate receptions, the bedeken, the yichud)?

Your Next Move: From Questions to “Yes”

Here’s the bottom line: the right venue will answer every question without hesitation, show you exactly what your day will look like, and make you feel confident about your choice.

The wrong venue? They’ll dodge questions, give vague answers, and make you feel like you’re asking too much.

Your Action Plan:

Print this checklist (seriously, do it now)
Schedule calls with your top 3 venues
Ask these questions word-for-word
Trust your gut—if something feels off, it probably is

Ready to find your perfect venue? You’ve got this. And when you do find “the one,” you’ll know because they’ll answer every single question with a smile.