10 Questions You NEED to Ask Your Wedding Venue
(But Probably Won't Think Of!)
So you've found a gorgeous venue with Instagram-worthy backdrops and you're ready to sign on the dotted line. Hold that pen! As someone who's planned celebrations at countless venues, I've seen too many couples dazzled by pretty architecture or breathtaking views only to discover unexpected limitations after it's too late.
Beyond the basics like "Is my date available?" and "What's the capacity?", here are ten game-changing questions that could save your wedding day from unwelcome surprises. Trust me—your future self will thank you!
1. Sound Restrictions and Curfews
When Does the Party REALLY End?
What to ask: "What are your exact sound restrictions, including decibel limits and cut-off times? Are these ever flexible with additional fees?"
Why it's crucial: Nothing kills a celebration faster than having your DJ forced to shut down in the middle of your favorite song! Many venues—especially those in residential areas, historic districts, or certain counties—have non-negotiable sound restrictions that might surprise you.
Ishani Events insider tip: If amplified music must end early, get creative! Arrange for an after-party at a nearby hotel lounge or plan a memorable "silent disco" finale where guests dance with wireless headphones! We've organized some epic after parties that became the highlight of the night!
2. Weather Contingency Plans: Beyond Basic Rain Coverage
What to ask: "Can I see actual photos of previous weddings using your weather contingency spaces? What exactly is included in the backup plan, and when do I have to decide to use it?"
Why it's crucial: Many venues have weather backup plans that look NOTHING like your dream outdoor setup. Some charge additional fees for indoor setups or have much smaller capacity limits than their outdoor spaces. Other’s may not let you do all the activities you can do outside inside (i.e. large stages, fires, live cooking, etc) , so having a clear back up plan is key.
Ishani Events insider tip: Request to see full wedding galleries from events held in the backup spaces, not just marketing photos of the primary spaces. Ask about timing requirements for making the weather call—some venues require decisions 24-48 hours in advance, which can be challenging with unpredictable forecasts!
3. Vendor Restrictions: Hidden Costs and Limitations
What to ask: "Do you have required vendors or preferred lists? What fees apply if we choose professionals not on your list? Are there any vendor restrictions we should know about?"
Why it's crucial: Some venues require using specific caterers, charging up to 20% in additional fees for bringing in outside options. Others restrict certain vendors based on insurance requirements or past experiences.
Real wedding story: One of our couples loved their venue which has a required outside caterer if not catering in house, they were still required to pay a $35/plate "outside catering fee" on top of the catering charges and venue fee.
Ishani Events insider tip: Factor in any mandatory vendor fees when comparing venue costs. Sometimes a seemingly affordable venue becomes much more expensive when you include required vendor minimums or outside vendor fees. We always create a true comparison sheet for our clients showing ALL costs across venues!
4. Power Supply and Technical Infrastructure
What to ask: "What is your power capacity for entertainment? Do you have dedicated circuits for production equipment? Are generators needed for tented areas or special lighting?" How many outlets do you have in each space?
Why it's crucial: Inadequate power can cause blown circuits during critical moments or require expensive generator rentals that weren't included in your budget. Having insufficient outlets can also pose limitations for venue lighting, DJs and decorators.
Ishani Events insider tip: Have your entertainment professionals speak directly with the venue about power requirements before you sign anything. We've learned to include any necessary power upgrades or generator rentals in the initial budget, not as last-minute surprises!
5. Privacy from the Public: Unexpected Wedding Crashers
What to ask: "Will any other events be happening during our wedding? Is the venue completely private or will the public have access to certain areas? How do you handle curious onlookers?"
Why it's crucial: Especially at public gardens, historic sites, and hotels, your "private" event might still be visible to other venue users or the general public.
Real wedding story: One couple booked a gorgeous garden ceremony without realizing the venue would continue selling tickets to the public during their wedding. Their ceremony included unintentional "guests" watching from nearby paths and taking photos of the event!
Ishani Events insider tip: If complete privacy is important to you, specifically address this in your contract. Some venues can arrange security personnel or temporary barriers to create private areas within otherwise public spaces. We've used strategic draping and signage to create privacy in public venues!
7. Getting-Ready Spaces: The Forgotten First Hours
What to ask: "Can we see the exact getting-ready spaces included? What hours do we have access to them? Are they private and photo-worthy?" “What does the Groom’s space include, and is there enough space for Groomsmen?”
Why it's crucial: You'll spend at least 3-5 hours in these spaces on your wedding day, and they'll be the backdrop for many intimate pre-ceremony photos. These spaces may also be where family gets ready if you have a multi event wedding, so make sure there’s sufficient space!
Ishani Events insider tip: Visit these spaces during your venue tour and consider their natural light, size, and aesthetic appeal. If the venue's getting-ready spaces are inadequate, factor in the cost and of nearby hotel suites or alternate locations for pre-wedding preparations and the time for commuting if you do get ready there. But don’t worry, we've transformed many basic getting-ready rooms with simple additions like rented mirrors, flowers, and thoughtful lighting!
6. Service Staff Ratios: The Unseen Impact on Guest Experience
What to ask: "What is your staff-to-guest ratio for service? How many bartenders per guest count? Are service staff included in your pricing or charged separately?" “Will your Staff help flip the space, if so, how much of it?”
Why it's crucial: Inadequate staffing leads to long bar lines, slow dinner service, uncleared tables, and adds risk to flip times—issues that cant directly impact guest experience regardless of how beautiful the venue may be and increase your bottom line.
Real wedding story: At a recent luxury wedding venue, the standard staffing provided was fantastic, but they were not responsible for the flip time of the chairs at the venue due to those being rented separately. Though we weren’t the planners, us as the decorators jumped in, to make sure everything would flip in time since there were 3 events happening in the same space over the weekend! This required us needing to make sure we had longer flip times and additional staffing which was not initially accounted for by the couple in their cost.
Ishani Events insider tip: Industry standard is roughly one server per 10-15 guests for seated dinners and one bartender per 50 guests for open bars. If the venue's standard staffing falls short, we always budget for additional staff to keep your celebration flowing smoothly! (We have great staffing partners which we can ensure will help make sure your event is perfect!)
8. Parking and Transportation Logistics
What to ask: "How many parking spaces are available on-site? Is there a parking fee for guests? Will guests need to walk far from parking areas? Are there transportation requirements we should know about?"
Why it's crucial: Limited parking can create late arrivals and stressed guests, while distant parking requires shuttle services that add to your budget. If valet parking is required, you may need to consider who will be taking on the cost for validating parking (you or your guests).
Ishani Events insider tip: For venues with limited parking, budget for valet services or shuttle transportation. For venues with distant parking, ensure your timeline accounts for the additional time guests need to reach the ceremony space. We always include these transportation logistics in our planning timelines! Let’s just say our timelines are VERY detailed!
9. Lighting at Different Times of Day: The Photographer's Perspective
What to ask: "How does the natural light change throughout our event timeline? Are there dark areas that will need additional lighting? Can we visit the venue at the same time of day as our planned events?"
Why it's crucial: A venue that looks magical during your midday tour might be troublingly dark by your 7 PM reception or create harsh shadows during your 4 PM ceremony.
Real wedding story: One of our couples fell in love with a venue's natural light during their morning/ day time tour, but didn't realize their evening reception would be in near-darkness due to minimal installed lighting inside the venue. They had to allocate an additional $8,500 for lighting design that wasn't in their original budget to ensure sufficient lighting. (Thankfully we always plan a buffer in your overall budget!)
Ishani Events insider tip: Visit your venue at approximately the same time of day as your planned ceremony and reception. If possible, bring your photographer along for a pre-booking visit to identify lighting challenges and solutions. We've saved countless couples from lighting surprises by doing this extra step!
10. Accessibility Considerations for All Guests and Vendors
What to ask: "What ADA accommodations are available? Are all event spaces wheelchair accessible? Are there accessible restrooms on the same level as the event spaces?" If there are multiple floors “are there elevators, service elevators, and if so, how many?”
Why it's crucial: Ensuring all guests can fully participate in your celebration is both considerate and sometimes legally required. Accessibility challenges can exclude important guests from key moments. As for your vendors, accessibility will allow them to work quickly and quietly without any disturbance to the guests and their expirience!
Real wedding story: A wedding at a large botanical garden required elderly grandparents to navigate three steps to reach the ceremony space and additional stairs to access restrooms. The couple had to make sure there were family members able to assist the grandparents which took time, but had to be built into the timeline. Luckily, we worked with the venue to get golf carts to drive elders and folks limited mobility around the gardens to ensure we stayed on track and they felt comfortable!
Ishani Events insider tip: Consider your guest list carefully, including any mobility challenges of important family members. For multi-level venues, ensure there are elevator options and that all key moments (ceremony, toasts, first dance) happen in accessible areas. We've created special seating arrangements and access plans for guests with mobility needs that integrate seamlessly into the wedding design!
Don't Get Blinded by Beauty—Look Deeper!
The perfect venue isn't just about stunning aesthetics—it's about functionality, flexibility, and alignment with your specific celebration needs. These often-overlooked questions help ensure you're making a fully informed decision about what is typically your largest wedding expense.
When touring venues, try to look beyond the emotional appeal and assess the practical realities of hosting your specific celebration in that space. This is exactly where having a wedding planner by your side during venue tours helps immensely—we've seen it all and know exactly what questions to ask!
Remember that every venue has limitations. The key is understanding what those limitations are before signing your contract, allowing you to either work creatively within those constraints or choose a different space that better aligns with your vision.
Let's Find Your PERFECT Venue Together!
At Ishani Events, venue selection is one of our specialties! We help our couples find spaces that not only look beautiful but function perfectly for their unique celebration. Our relationships with venues across the United States mean we know the inside scoop on what works and what doesn't at each location. (And If we don’t know, we know all the questions that need to be asked to ensure you event goes smoothly!
Book a complimentary consultation call where we can discuss your wedding vision and help match you with venues that truly suit your style, guest count, and practical needs. Let's make sure your venue is not just pretty in pictures—but perfect for YOUR celebration!
