wedding journal

What questions to ask at a wedding venue. Picking a venue is probably one of the hardest parts of wedding planning. It sets the tone, the vibe, and often determines a lot of your wedding-day logistics. Are you dreaming of something romantic and classic? Rustic and laid-back? Chic and modern? Once you’ve figured out the vibe, you’ll still need to tackle the details.

What’s your budget? What’s included? What’s the rain plan? There are so many important questions to ask when you’re venue shopping, and I’m here to help you go in prepared.

Here are ten key questions to ask while touring wedding venues:

1. What is included in the venue fee?

This one seems simple, but it varies a lot from place to place. Ask about:

• Tables and chairs
• Linens or tablecloths
• Access to the ceremony site
• Set-up and breakdown
• Restroom facilities
  Some venues are full-service, while others are more DIY. Knowing what’s included helps you understand the true cost and avoid surprise expenses later on.

2. When can I arrive at the venue on the wedding day?

This is so important—especially if you’re doing a first look or want to get ready on-site. Many venues only allow access 1–2 hours before the ceremony, which can make timing tricky for hair, makeup, and getting dressed.

Also ask:

• Is early access available?
• Is there an additional fee?
• Can vendors arrive earlier than the couple?
  Knowing the timeline early helps avoid last-minute stress—and potentially having to book a separate getting-ready space.

3. What’s the rain plan for the ceremony?

Outdoor ceremonies are beautiful, but we know New England weather doesn’t always cooperate. Make sure you:

• See the indoor ceremony space in person
• Ask what the rain backup plan actually looks like
• Feel good about both options

I’ve photographed indoor ceremonies in beautiful spaces—but also in cramped rooms that clearly weren’t intended for that purpose. You deserve a beautiful Plan B.

4. How involved is the venue coordinator?

It’s common for venues to include a “coordinator,” but what they do can vary widely. Some are very hands-on, while others simply unlock the doors. Be sure to ask:

• Are they available before the wedding or just day-of?
• Will they create a timeline or coordinate with vendors?
• Do they help with set-up and breakdown?

Knowing exactly how involved your venue coordinator is will help you determine if you also need to hire a separate wedding planner or day-of coordinator.

5. What happens if we need to reschedule or cancel?

No one wants to think about postponing or canceling their wedding—but it’s important to know the venue’s policies just in case. Ask:

• What is the rescheduling policy?
• Are there fees or penalties involved?
• Is any part of the payment refundable?
• Can payments be transferred to a new date?

Having clear answers upfront gives you peace of mind and helps you feel more secure about your investment.

6. Is there a food and beverage minimum?

Some venues require you to meet a certain dollar amount in catering or bar service to book the space. This can greatly impact your overall budget. Be sure to ask:

• What is the food and beverage minimum?
• Does it vary by day of the week or season?
• What happens if we don’t meet the minimum?

Knowing this helps you plan your guest list and catering choices accordingly.

7. Can we bring in our own caterer or vendors?

Vendor flexibility is huge—especially if you have a favorite caterer or want to bring in specific rentals or dessert options. Some venues only allow vendors from a preferred list, so ask:

• Can we bring in our own caterer, baker, or bartender?
• Are there any fees or restrictions for using outside vendors?
• Do you have a required or preferred vendor list?

Understanding vendor policies early will help you avoid disappointment down the line and ensure your wedding reflects your vision.

8. Are there any restrictions we should know about?

Every venue has rules to keep things safe and beautiful, but it’s important to know what’s allowed and what’s not. Ask about:

• Sparkler exits or other special send-offs
• Use of lit candles or open flames
• Noise curfews or restrictions on music
• Decorations or confetti policies

Knowing the restrictions upfront helps you plan your celebration without surprises.

9. Can we take photos anywhere on the property?

Photos are a huge part of your wedding day memories, so ask about access:

• Are there areas off limits to photos?
• Are certain spots restricted during events?
• Is there permission needed for drone photography or special equipment?

This way you can plan your photo timeline and make the most of the venue’s best backdrops!

10. How many people can the venue accommodate and when is the final headcount due?

Knowing the venue’s capacity ensures your guest list fits comfortably and meets any fire code requirements. Also, ask:

• What is the maximum number of guests allowed?
• When do you need to provide the final headcount?
• Are there any penalties for changes after the deadline?

Getting this info early helps with planning invitations, catering, and seating arrangements smoothly.

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This list could honestly go on and on, but I don’t want to overwhelm you! I believe these 10 questions are some of the most important to ask when touring wedding venues. Once you’ve found the perfect venue and locked it in, you might be starting to research other vendors—including your wedding photographer. If that’s the case, you can check out my blog on what to ask your wedding photographer here to keep your planning on track!

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Planning your wedding is exciting and I’d love to help capture your special day! If you have any questions about wedding photography or want to check my availability, don’t hesitate to contact me here.