Are you someone who’s a total go-with-the-flow kind of person, or do you need to know every detail before you make a decision? Whichever camp you fall into, we can all agree that selecting a wedding venue requires a little extra attention. When you show up to inspect a venue or first engage in conversation with the owners, it’s easy to feel overwhelmed with questions.
That’s why we’ve narrowed down the most important ones, which will help you figure out if a wedding venue is right for your needs and desires.
So, let’s get into the 16 questions to ask when booking wedding venues. We’ll break down our questions to ask when booking wedding venues into a few main themes:
Venue Availability
1. How long do we get the venue for?
Some venues will provide clear time slots in which your wedding reception is permitted to take place, whereas others may have blanket rentals which give you access to the venue for an entire day or weekend to allow for set-up and packdown. This will depend on the venue demand and different packages offered. Make sure you understand when you can access the venue, and when you’re expected to have it cleared of guests and furniture.
2. Can you host a wedding ceremony and reception at the same venue?
Some wedding venues need to host a license to carry out the proceedings of a wedding ceremony (the official ‘I do’ part), whereas others (like ours) will primarily be advertised as event reception venues. Make sure you find out whether the venues you’re interested in are for wedding ceremonies, receptions or both.
3. Will we be the only people at the venue?
For smaller, boutique wedding venues, it’s reasonable to assume you’ll be the only wedding party in attendance (although still worth checking). However, for larger, public or significant venues, ask the team how access will be segregated and enforced. In some cases, the public may be able to see you tying the knot, so make sure you’re ok with this if it’s going to be the case.
4. Is there parking or public transportation available?
However stunning your venue is, a caveat that can be easy to overlook is its accessibility. For venues with limited parking, make note of public transport routes and frequency, as well as alternative arrangements such as taxi partnerships or coach transfers between local hotels. (Is now a good time to mention that Canvas House has on-street parking and is a five-minute walk from the nearest tram?)
Financial Considerations
5. How much will it cost to hire a venue?
The age-old question – and one that’s impossible to provide a straightforward answer for. As you’re speaking to venue staff, find out their pricing structures, and equally as important, what specifically is included in them. For example, ask if furniture, catering and table decorations come as part of the venue hire or need to be sourced separately. On average though, a wedding venue in Australia costs between $10,000 – $15,000 to hire.
6. Does it cost more to hire a wedding venue on a weekend than on a weekday?
Some venues will charge a flat fee, and weekends simply get booked up much further in advance, whereas others will adjust their rates to reflect higher demand during weekends and public holidays. It’s also worth asking if the time of year affects the price – for example, quieter wedding periods during autumn and winter may come with slightly cheaper venue hire prices. You may also be able to get a better price if you book further in advance.
7. How much is the deposit and when do we need to pay it?
The amount or percentage required for the deposit will vary greatly between venues, though you’ll likely be required to pay something in advance of the full amount to secure your slot at the venue for your chosen date. Find this out before you commit so you can factor it into your budgeting.
8. What is the cancellation or rescheduling policy?
Life can happen, and in the event you need to unexpectedly reschedule or outright cancel your wedding, it’s important to know the small print regarding this unlikely reality. You might also want to consider wedding insurance for added financial protection and peace of mind.
Themes & Decor
9. How should I narrow down my choice between two themes?
Luckily for you, we’ve got a whole blog dedicated to this question! Ultimately it comes down to considering how compatible your two themes are with the surrounding environmental factors of your wedding, such as the season or venue architecture. Find out our detailed answer to how to pick between two wedding themes you love in our blog article.
10. Can we change the interior layout?
Most venues are willing to accommodate your wishes to a lesser or larger extent, depending on the features of the space. For example, heritage venues may be restricted in their layouts, whereas more modern venues will likely be happy to move around tables and seating arrangements to fit your preferences.
11. Can you provide a list of trusted suppliers?
However (in)experienced you are at wedding planning, your established wedding venue will likely have years, if not decades, of wedding planning experience. It’s certainly worth making use of their industry connections and asking for a list of reputable suppliers they’ve worked with before, especially if you have a specific theme in mind.
12. What are the catering options?
Find out if your venue has a kitchen, and how flexible they can be on the catering selections they’re able to provide, such as buffets, sit-down meals, or silver service dining. You should also ask if they permit off-site caterers such as food trucks, or BYO food (and alcohol).
Reception Entertainment
13. Should I book a DJ or a live band?
We’ve got another blog focused on answering this question too! It’s something a lot of couples wonder, but you should also take your venue’s decor, acoustics and layout into consideration if you’re wondering whether a DJ or a live band would be a better fit.
14. What are the licensing arrangements for the provision of alcohol?
Make sure you understand the venue’s liquor rules and agreements. For example, they might not allow shots to be served, or only be permitted to sell alcohol until 11pm. Ensure you understand their policy on dealing with intoxicated guests so you can avoid any unpleasant encounters.
15. What is the venue’s AV set-up?
If putting on a good party at your wedding is important to you, it’s important to enquire about the audio-visual equipment: everything from microphones to speakers to display screens to Bluetooth connectivity. You should also ask about noise restrictions or curfews imposed by local councils or neighbours.
16. Is there anything the venue doesn’t allow?
Figure out the restrictions early so you can avoid disappointment later, whether it’s fireworks, sparklers, pegs (for tents and marquees), smoking, animals or young children. You can then pass this information on to guests in your invites, or look elsewhere if any of these are non-negotiables.
What To Ask Wedding Venues
We’ve just covered 16 key questions to cover when it comes to understanding how to choose a wedding venue, or to ask as you wander through the archways and gardens of those you’re exploring.
If you want the precise details to any (or all) of these questions in relation to Canvas House, our stunning wedding reception venue right here in Melbourne, we can’t wait to answer them! Nash & Aarron are dedicated event planners with over twenty years of experience in the events industry.
Send us an email or make an inquiry, and we’ll get you more than excited about hosting your special day with us here.
Book Your Next Event!
Want to know more about holding your next event at Canvas House? Fill out the form below and one of our events team will be in touch.
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