Choosing a wedding venue is one of the most important decisions you’ll make when planning your big day. It’s the place where you’ll spend many hours with your loved ones, where hundreds of photos will be taken, and where – hopefully – everyone will have a fantastic time. The problem is that during your first visit, it’s easy to get charmed by beautiful decor and forget to ask the crucial questions. And then? Then the surprises begin – and unfortunately, they’re not always pleasant ones.
We’ve prepared a list of 10 questions you absolutely must ask before signing the contract. These will help you avoid disappointments and choose a venue that truly meets your expectations.
Question 1: What is the actual capacity of the venue?
It’s not just about the number of chairs. Venue owners often quote maximum capacity, but this number rarely accounts for the dance floor, cake table, space for the DJ or photographer, as well as room for guests to move around comfortably. Ask directly: “How many people can comfortably celebrate in this space?” – emphasizing the word “comfortably.” The difference between 120 and 150 guests can mean either a comfortable party or crowded chaos.
Also remember to ask about the minimum number of guests. Some venues require a specific minimum, and if your guest list is shorter, you might end up paying for empty seats.
Question 2: What exactly does the price include?
This question could save your budget. The per-person price sounds tempting, but the devil is in the details. Is alcohol included? If so, what kind – just wine and beer, or spirits as well? Is the wedding cake included? What about coffee and tea after midnight? What about table decorations, tablecloths, napkins?
Ask for a detailed list of everything included in the basic package, plus a price list for extras. Some venues offer a seemingly low price, but then it turns out you have to pay extra for every detail. Others have a higher starting rate, but everything is truly included. Calculate carefully before comparing offers.
Question 3: What are the rules regarding alcohol?
Alcohol is often the biggest wedding expense. Does the venue offer its own bar, or can you bring your own alcohol? If you can bring your own – is there a corkage fee and how much is it? Or does the venue have an agreement with a specific supplier, leaving you no choice?
Also ask about serving rules. Do waiters pour the drinks, or do guests serve themselves? What about liability if a guest has too much to drink? These aren’t pleasant topics, but it’s better to clarify them before the wedding than to worry during it.
Question 4: What time does the party have to end?
Noise restrictions are not a myth. Many venues have strict hours during which loud music can be played. Ask whether the DJ has to turn down the volume at midnight or can play until dawn. Is there an option to extend the party and how much does it cost? What happens if the event runs over the agreed time?
If you’re planning an all-night wedding (and most couples do), make sure the venue can accommodate this without additional complications.
Question 5: Is overnight accommodation available for guests?
Accommodation logistics can be a real headache. The ideal situation is when guests can stay overnight at the same place where the wedding is held. Ask how many rooms are available, what the nightly rate is, and whether the newlyweds get a room included in the price. Are the rooms exclusively for wedding guests, or might other hotel guests be staying there too?
If the venue doesn’t offer accommodation, ask for recommendations for nearby hotels or guesthouses. Some venues have partnership agreements and can offer discounts for wedding guests.
Question 6: What’s the parking situation?
Nothing irritates guests more than no place to park. Ask how many parking spaces are available and whether parking is free. Is it lit and monitored? What if some guests leave their cars overnight – is that allowed?
If parking is limited, it’s worth considering organizing transportation for guests or at least informing them in advance about alternative options.
Question 7: Can we choose our own vendors?
Freedom of choice has its price – or doesn’t. Some venues require you to use only vendors from their approved list – photographer, DJ, florist, baker. Others give you complete freedom. Ask directly: can we hire our own photographer? Can the DJ be from outside? Can we order the cake from a different bakery?
If the venue mandates specific vendors, ask for portfolios and references. Sometimes their partners are truly excellent, but it’s always worth having the opportunity to review their previous work.
Question 8: What’s the backup plan for bad weather?
Summer weather can be unpredictable. If you’re planning an outdoor ceremony or part of the reception outside, definitely ask about the contingency plan. Is there a tent or canopy? Does the venue have enough indoor space to move everything inside? How quickly can such a change be organized?
While you’re at it – also check what air conditioning options the venue has. A July wedding without air conditioning is a real disaster you don’t want to experience.
Question 9: What are the rules for decorating the venue?
Your vision might not align with the regulations. Can you hang decorations on the walls? Use candles (real ones, not just LED)? Does the venue allow confetti and rose petals? After the wedding, are you responsible for cleanup, or is that included?
Also ask about setup time. When can you come to decorate? The day before, or only on the wedding day? This is especially important if you’re planning elaborate DIY decorations.
Question 10: What attractions does the venue offer?
Photo booth, chill-out zone, garden – these are elements that can set a venue apart. Ask what’s included in the price and what costs extra. If the venue offers a photo booth, check whether the photos will be available digitally – printed copies are a nice touch, but they often get lost before you return from your honeymoon.
Bonus: What else is worth keeping in mind?
Beyond these 10 questions, there are a few additional matters worth considering:
- Date flexibility. Is the venue only available on Saturdays, or also on Fridays? A Friday wedding often means a lower price.
- Cancellation policy. What happens if you need to cancel or postpone the wedding? What’s the deposit refund schedule?
- References. Ask for contact information for couples who have held weddings at this venue. Honest opinions from former clients are priceless.
- Trial visit. Can you come for a menu tasting? Can you see the venue decorated for another wedding?
How not to lose precious memories?
Even the best venue and the best photographer won’t capture everything. Your guests will take hundreds of photos on their phones – funny, spontaneous, often better than the official shots. The problem is that these photos usually end up scattered across dozens of phones and never make their way to you.
The solution is PixFiesta. It works very simply – you create an event, get a unique QR code that you place on tables or in invitations. Guests scan it with their phones and can immediately add photos to a shared gallery. No app installation, no account creation, no complicated instructions. And you have all the photos in one place, available immediately and forever.
This solution costs just a fraction of what you’ll spend on your wedding – and gives you peace of mind that no precious memory will be lost on someone’s phone.
Summary
Choosing a wedding venue is a decision you’ll live with throughout your wedding day (and in all the photos for the rest of your life). Take your time, ask questions, and don’t be afraid to negotiate. A good venue will patiently answer all your concerns – if you feel pressure or topic avoidance, treat it as a warning sign.
Also remember that the venue is just the beginning. Equally important is how you preserve the memories from this special day. A professional photographer will handle the official shots, but spontaneous guest photos are often the most precious. Make sure none of them get lost.
Try PixFiesta for free and see how easy it is to collect all your wedding photos in one place.