Choosing the right wedding venue is one of the most crucial decisions you’ll make in your wedding planning process. The venue sets the tone for your big day and can influence everything from your guest list to your decor. To ensure you select a venue that meets all your needs, here are the top 10 questions to ask before making your booking.

1. What packages do you offer, and what do they include? Start by understanding exactly what the venue’s packages include. Are catering, seating, and decor part of the deal? What do I need to supply vs what is already available to use? Venues with all-inclusive packages can significantly reduce the stress of coordinating and planning with multiple vendors, making your planning process a lot smoother.
2. Can you accommodate my guest list? Whether you’re planning an intimate gathering or a grand celebration, make sure the venue can comfortably accommodate your guest list. Venues with large capacities and flexible room layouts can easily adjust to your needs, whether you’re hosting 50 or 500 guests. Some venues may say their capacity is higher then is really comfortable because there is a difference between Seating Capacity and Standing Capacity. Know that a 6 ft round table can comfortably seat 6-8 guests. Any more then that and your guests will be uncomfortably squished.
3. Do you have an in-house caterer? Food is a big part of the wedding experience. Food SHOULD matter to you because there is nothing worse then all of your guests remembering how bad the food is (All I remember from my friends wedding out of state was the horrible food…). SO ask if the venue has an in-house caterer. If they do, they likely have a variety of menu options that are tailored to different dietary preferences and culinary standards. In-house services can also ensure a higher level of quality and coordination. The food comes our fresher, hotter, and on time like a restaurant would. When dealing with offsite catering, you run the risk of food coming in at the wrong temperatures, not as fresh as fresh-out-of-the-oven, and the biggest risk is the food arriving late; true story, my colleague just came back from a wedding where the caterers were an hour late to the venue and had trouble heating the food remotely. It’s unfortunate but it happens.
4. Is there a list of preferred vendors? And How often is it updated? Now when it comes to preferred vendors, this is an exclusive list of vendors (like florists and photographers) that the venue has worked with extensively and recommends to clients. The venue essentially is vouching for the quality and services provided by the vendors on their preferred vendor list. I can say with our list of preferred vendors, we have been working with most of them for over a decade. This long standing relationship between venue and vendor makes your wedding day run exponentially smoother leaving you to enjoy a flawless evening. So be sure to ask how long they’ve been working with their preferred vendors and the relationships they’ve built. A Preferred Vendor is essentially a verified referral to give you peace of mind you’re hiring the best. Preferred Vendor lists are something every vendor wants to be on with a venue. It’s highly coveted and protected. Not just anyone is allowed on, but everyone dreams to be. “With great power comes great responsibility” is how every venue should treat this list. And these lists generally don’t change often. Typically they are reviewed annually with the occasional updates.
5. What is the backup plan for bad weather? If you’re considering an outdoor element to your wedding, always ask about the backup options in case of unfortunate weather. Venues with both indoor and outdoor facilities can effortlessly move your celebration inside if the weather turns. Although it is said, if it rains on your wedding day then it’s a sign of good luck, no one really prays for rain to happen. Luckily where we are located in Buffalo, New York we’ve noticed that it’s rare for a wedding to get rained out to the point of changing plans from outdoor to indoor. Our outdoor venue is only open May-October so we miss a lot of the spring showers and fall isn’t very rainy. It’s rare we ever have to go with the backup option.
6. Are there any restrictions we should know about? It’s important to know if there are any restrictions on decor, noise levels, or photography, as these could impact your plans. Venues that offer full-service options typically have clear guidelines that help you plan within set parameters, ensuring there are no last-minute surprises. Some restrictions for outdoor venues can include a Noise Ordinance, like our town’s noise ordinance says we have to stop music at 11pm outside. This just means starting the party a little earlier and we’ve never had issues with neighbors. It’s important to know these types of restrictions in advance. Transparency with you and your wedding planner and venue is key. Also most venues that provide alcohol don’t allow outside alcohol inside. So your dad may want to come surprise you with a special bottle of Dom Perignon, but if the venue’s liquor license doesn’t allow outside alcohol, this could be a bummer moment for him.  Something like this though, a venue might make exceptions for or be able to coordinate for you so always be in communication with you venue.
7. What is the cancellation policy? Understand the cancellation policy thoroughly. Read the details! I know all the legality of a contract is boring and i’m guilty of signing things without reading fully too. BUT, knowing the details can help you plan for any unforeseen circumstances. Trust me when I say, no one wants to cancel a wedding. Venues that offer more flexible policies can provide peace of mind as you approach your big day. We know that life happens, and as a venue that’s been around for 20+ years, we’ve seen a lot of unexpected events happen that warrant cancelling an event. From unexpected snow storms, couples separating, or family quarrels. This is why we highly recommend Wedding Insurance and offer all our clients reimbursement who purchase this. No one expects the unexpected, but with wedding insurance, at least you can know you’re covered where a contract policy doesn’t.
8. How much time is allocated for the rehearsal? Rehearsals are crucial for a smooth ceremony. Check how much time you’ll have for your rehearsal and if it’s included in your package. Comprehensive venues often include rehearsal time in their packages, which helps in seamless wedding execution. This is time allocated to your wedding party practicing where everyone is standing and walking for the ceremony itself. Like any good dance choreography, it’s best to practice and rehearse so you know what you’re doing. A great wedding planner and/or event manager will tell you where to hold your floral bouquet so that it looks best for pictures, the best pace to walk so it doesn’t look like your running down the aisle (fast walkers I’m talking to you!), and they will tell you when to walk cause chances are you’ll be emotional about marrying your soulmate and remember nothing but their smile at the other end. All eyes will be on you, so best to prepare with a rehearsal and know what you’re doing in advance, even if you might blackout a little bit anyway lol.
9. Is there ample parking and handicap accessibility? Ensure that there is enough parking for your guests and check if the venue is accessible to everyone. Venues with extensive facilities typically offer ample parking and are designed to be accessible, making it convenient for all your guests. Outdoor venues and venues in more remote locations typically offer ample amounts of free parking. When you’re getting married in a downtown location, most venues do not offer parking for your guests. And this can be extremely frustrating for your guests when they don’t know where to park, or worse, none is offered and they have to pay for parking. This sets the tone of their mood before they walk into your ceremony. So personally I believe parking is very important to set the tone for your wedding day from the guests perspective. And all newer venues should be up to code with safety and handicap accessibility. Venues that may not have full accessibility would be historical sites where changes aren’t as easy to be made and are grandfathered into the space as is. If you have questions for someone in your family who requires this, these should be easily answered upon tours and planning.
10. How do you handle payment schedules? Knowing the payment schedule helps you budget accordingly. Venues that require simpler, more straightforward payment schedules can reduce financial stress or confusion. Typically a deposit is required to hold your wedding date and space. After that there are different payment options available depending on the venue. Since the average wedding is booked 12-18 months in advance, there is ample amount of time to pay as you go.
11. Can we hear from some of your past clients? Feedback from past clients can give you a real sense of what to expect. A reputable venue should be willing to provide testimonials or references. For most people though, online reviews tend to be more then sufficient as testimonials. Our venue has gotten past couple testimonials and gathered them into a video for potential couples to watch if asked. We even have vendor testimonial videos on how other vendors love to work with us. With that said, we all know the world is filled with internet Karen’s as well. So when looking through reviews look for consistency, pictures, recent reviews, a large number of reviews, and have your own air of judgment from personal experience with the staff. Even though your best friend’s wedding was magical and she believed everything was perfect, grandma may have thought the venue was too cold and the coffee not scalding hot enough (speaking from personal experience again haha). My favorite restaurant to order takeout from has 4.4 stars with over 1000 reviews. Moral of the story, it’s impossible to make everyone happy, but reviews can paint a picture for you to interpret yourself.

Happy shopping for the perfect venue for YOU!