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