Six questions to ask on your venue tour
When you tour a venue it's easy to get caught up in the physical space. The look, the feel, the location and how convenient it will be on your wedding day. These are all super important but this post is to help you know what questions to ask when you tour the venue. Many of these questions are about how the venue operates, what they will allow, and what expectations you should have for working with them. Getting the right info will help you compare wedding venues as you shop for the perfect space.
1. What is the time frame we are renting?
Usually pricing is a huge factor for couples so it can be the first question you ask . What might not be as obvious is what time frame you are allowed to access the venue. Some venues give you a wider time range which can be really helpful if you are doing your own decorating, or need time for your vendors to get in and set up. Some venues have an extra fee to come early or stay late and some have hard and fast times that cannot be extended. Make sure to determine what your venue will allow. Two venues with similar prices might have very different times you are allowed to access the space. Also you will want to check on rules for vendors accessing the space. If your time slot is 4-10pm, figure out if your caterers can set up at 2pm and if they can, how do they gain access to the space?
2.Can I use all my own vendors?
Different venues have different relationships with vendors. Some are quite open and let you work with whoever you want. Others have partnerships and require you to use their catering or their florist etc. Make sure to add this to your comparison with other venues. You might not think it’s a big deal to be required to use the venue's catering but in some instances this could be a much more expensive option than using an independent 3rd party caterer.
3.What is included in the price of the venue?
This is an important question. Some venues have more of an all inclusive mentality while others have more of an “A La Carte menu” where you choose each item that you want to use and pay for it separately. This can also make a big difference as to the total price you should expect to pay. A venue that includes chairs, tables, lighting, projector, sound system could end up saving you hundreds if not thousands of dollars. Another thing to consider is the headache of trying to coordinate furniture delivery and pickup and sometimes storage between your furniture rental company and the venue.
4.What to expect on the day of?
It is very important to make sure you understand what to expect on the day of your event. Make sure to talk to your venue about what they will have done before you arrive. Will they be doing any set up or decorating or will you be doing that yourself. Who will be meeting your vendors if they are scheduled to arrive at the venue before you do? Is there a cleanup and checkout list? What happens if you have a question during your event? Will there be a staff member on site or someone available to call or text if you have a question/problem? Make sure you know what your venue offers, so if you need something they do not offer, you can hire a third party to do it.
5.What is the booking/refund policy?
Most venues will require a deposit along with the signing of a contract to book the venue. This secures your date. What happens if plans change? Is the deposit refundable? Some venues will do a full or partial refund if they are able to rebook your canceled date. What if you need to postpone or change dates after you have already paid a deposit? These are all good things to ask and understand before you book so that you know what options you have if you do end up needing to adjust your plans.
6.Ideas for how to utilize the space?
Sometimes you know exactly how to use the space. Other times you might wonder what the best way to set up tables and chairs is. Where to have the ceremony, dance floor, food, gift table, drink station, photo booth, cake table, etc. Ask the event space manager or look up photos online! They have seen the space in action many times and will be able to give you some good tips. They may also have resources they can point you to like floor plans, a look book or instagram account where you can get inspiration you like and things you don’t like.
These questions can give you good ideas about what to ask while you are touring venues. Many venues will have websites that you can refer to but often not all of these questions will be answered online. Figure out a good way to compile and review the answers to these questions so that you can make the best decision for you!
