The venue(s) that you choose for both your ceremony and reception will play a major part on how your day runs. Accordingly, you need to make sure that the venue can provide everything that you need for your perfect day.
Here is a list of questions that you can ask when choosing your venue. Some of the questions may not apply to your situation so pick and choose the ones that apply.
-
How many guests can you comfortably accommodate?
-
How many hours does the rental cover?
-
Does this time period include set up and clean up?
-
What are the overtime charges?
-
Do you have an in-house caterer, a list of approved caterers, or can I bring my own?
-
If you bring your own caterers, who is responsible for any problems, breakages, etc.?
-
If you bring your own caterer are there any cooking restrictions?
-
Confirm with your caterer that the facilities are adequate.
-
Are they licensed to serve alcohol?
-
Is there a dance floor?
-
How big is the dance floor?
-
Is the dance floor a separate area or do they set up tables on top of it?
-
If it's not a separate area how do they handle moving the tables/guests before the dancing starts?
-
Can you have live music?
-
When can your dj/band set up?
-
How late can we play music?
-
Do they have a sound system for background music, microphones for the toasts, etc.?
-
What else will be happening the day of your wedding? If there are several function rooms you won't want a noisy group next door - or a quiet group complaining about your noise
-
If there is more than one function room - which one will you be using?
-
What's the lighting like? Does it have a nice ambience?
-
Is there a minimum fee?
-
If they have a package, what is included? Are there any extra charges?
-
Is the price quoted guaranteed for your date?
-
Do they require a deposit?
-
What is the minimum deposit?
-
What is their refund/cancellation policy?
-
What happens to your deposit if they sell or close down their business? For example will your deposit be held in a trust account until your wedding?
-
When do you need to pay the balance?
-
When do you need to advise numbers?
-
Can you see photos of previous wedding set-ups?
-
Can you come and see the room set up for a wedding?
-
When you do, look carefully at the traffic flow for buffets, dancing, etc.
-
What are the tables like? How many can sit comfortably at each one.
-
Does it look like it will hold the group comfortably or is it cramped?
-
What parking is available?
-
Do they have valet parking? What is the cost?
-
Will there be enough parking if another function is going on at the same time.
-
Tell me about a wedding you did where something went wrong - how did you handle it?
-
Who will be there on the day making sure everything runs smoothly?
-
What happens if guests stay over time?
-
Are there any restrictions for example numbers, noise, curfew?
-
Are tables, chair, plates, cutlery, table linens supplied? What about decorations?
-
If you're decorating when can you get access, when does it have to be cleaned up by? Are there any restrictions on what you can use.
-
Is there a room where you can change into your going-away clothes.
-
A contract should include:
-
date
-
hours
-
hire fee
-
catering cost
-
any other charges
-
approximate guest count
-
any promises made by the venue
(e.g. "we'll supply flowers for the tables")
-
the name of the person you've been talking to.
-
Before you sign anything, read it carefully and ask for changes to anything you're not comfortable with.