Before You Sign the Venue Contract, Ask These Questions!
Choosing a venue was, without a doubt, the most stressful part of wedding planning for me and my now-husband. We looked all over and when we finally settled on a spot, there were never-ending questions and confusions for us to tackle. Very few newly engaged couples are used to confusing contracts and policies, so before you sign that precious paper yourself, make sure you cover all of these topics - in writing - so you can proceed with the planning feeling confident and excited about what's ahead!
Date Availability:
What dates are available during the month(s) you're interested in? Are there any discounts for non-Saturday weddings? Any discounts for brunch or early afternoon celebrations?
Guest Counts:
How many people can the venue accommodate? Any flexibility in different rooms/spaces or with different table layouts?
Rental Fees:
What is exactly included in the rental fee for the reception venue space? Are tables, linens, and other necessary rentals included? What are the choices, if any? How much time is included in the rental fee? If needed, can additional hours be added on? For how much?
Ceremony Space:
If you're interested, is there a space for your ceremony, as well as the post-vow celebrations? Is there an additional fee?
Weather:
If your venue space is outside, what back-up plans are available if bad weather strikes? How are those decisions made?
Catering:
If food and beverage is provided by your venue, make sure to go over all options and pricing before any contracts are signed. Review situations for dealing with not reaching food and beverage minimums and more.
Alcohol:
Is your venue able to serve alcohol? Are there any restrictions?
Wedding Cake:
If food and beverage is provided by your venue, are you able to bring in a cake from an outside source if desired?
Decor + Design:
Are there any guidelines for your decorations? Are you able to move/remove furniture and lighting? Is open flame allowed for candles?
Vendor Access:
For the wedding celebration, when are your vendors able to access the property to begin their work? This is key for your florists, entertainment and more! Additionally, is any on-site storage available for your vendors if needed?
Vendor Options:
Are you limited to a preferred venue vendor list or can you work with any outside sources?
On-Site Team:
Is there an on-site coordinator? If so, what type of guidance and assistance is provided prior to and during your actual celebration? Does your venue provide set-up assistance on the day-of?
Miscellaneous Rentals:
Does the venue provide all weather dependent items - coat check, umbrellas, heating, fans/air conditioning?
Noise:
Are there any area noise ordinances that need to be respected? Does the venue provide any sound equipment? Does it provide extension cord and electrical needs?
Parking:
Is parking available for your guests? Is there a fee? Is there valet? Are there any shuttles, cabs or transportation provided and/or available if needed?
Restrooms:
What is the restroom situation on-site?
Handicap Accessibility:
Are all areas of the venue handicap accessible?
Security:
Is there any security available?
Insurance:
Does the venue have liability insurance? What is covered under their policy?
Deposit + Payment Schedule:
How much is the deposit and what is the payment schedule following? What are the cancellation policies and fees?
Additional Fees:
What taxes, service charges, cleaning fees, overtime, and gratuity is included in the contract?
Once you have all these items covered, request a proposal and review everything in writing before signing a contract! Make copies and have a second set of eyes on all paperwork to protect yourself! Hopefully you won't have to ever deal with any of these worries, but it doesn't hurt to be prepared!
