Calling all type A Brides - Questions to ask

triciaandkenswedding · October 2013

We are meeting with our first venues this week. I have a list of questions to ask, but feel like there must be more. Suggestions please beyond cost, what's included, etc.

manateehugger · October 2013

How many weddings do they do per year?

Can they offer references?

How many weddings do they do per night?

Set up and tear down - when can it happen? Who does it?

How many people can the venue hold? How many with a dance floor, bar, etc.?

How do they usually set up the room?

What do the bathrooms look like (e.g. one stall for 200 guests is a bad idea)?

Are they insured?

Rules on decor, hanging things on walls, candles, alcohol, confetti etc.?

Take a look at a blank contract.

SP29 · October 2013

When looking at vendors for things like DJ/photography, etc- what happens if they are sick? Is there a back up person? What happens if there is inclement weather? (We asked this because our wedding is in Jan and didn't want a vendor to say "well it's snowing, so I'm not coming" even though we were still at the venue ready to go). Back up equipment if something breaks? Does the photographer back up the images? Are you given a copy of all the images, or just some? Are all edit or just X number of chosen images?

Delivery charges? Delivery available? Any charges for distance driven by the vendor?

Venue: what is offered in the package? (Hopefully they will show you a contract or have a pamphlet with everything they offer) When can you do tastings? Are menu substitutions permitted? Do they cater to guests with allergies/food restrictions (lactose, vegetarian, religious observations)? Can you bring in outside food/drink (if you want)? Will they set up things like your escort cards? When can vendors arrive to set up?

ahyatt87 · October 2013

What is the capacity of your room (plated dinner and dance floor or buffet and dance floor)?
Do you have the necessary licenses and health permits? (alcohol)
Are you insured?
Do you provide tasting consultations/food tastings?
Is there a fee for tastings?
How many people can I bring with me to the tasting?
Will other people (i.e. other clients) be at the food tasting?
How far in advance of the wedding is the food tasting?
What is the staff to guest ratio? (should be 1 for every 20 guests).
What is the staff dress code (formal or causal)?
Is there an extra charge for bartenders? If so, how much?
Who is supplying the liquor, ice, water, etc.?
Do you provide cake cutting/serving service? Is that part of the basic package? If not, what is the additional cost?
Am I able to provide my own wedding cake? If yes, is there an extra charge?
Is the champagne toasting service included or is that an extra charge? If it’s extra, how much is it?
Should the final headcount include wedding professionals and staff?
Are there special prices/different food options for feeding our wedding professionals and staff?
Are there special prices/different food options for children?
May our DJ and other professionals have access to your electrical outlets? Are there enough?
When is the final headcount due?
What is the overtime charge?
Is the set-up and clean up included in the final price? If not, what is the fee and/or what are we required to do?
Do you provide linens, tables, chairs, china, glassware, silverware, napkins, serving accessories, chair covers etc.? If not, do you have any deals with suppliers? What colours?
Do you have AV equipment? (i.e. a microphone for speeches)? Is this included in the cost? If not, how much will it cost?
Are the above items included in the base price or are they extra? If they are extra, how much do they cost?
Do you provide rentals or are they from another company?
Is there adequate parking?
Is there a charge for parking? If yes, how much?
Is there a checkroom? Are staff provided for the room? Is so, what are the fees associated with that services if not included in the basic charge?
Are there any additional charges not mentioned?
Do you provide a written contact and guarantee?
What is your refund/cancellation policy?
What is you leftover policy?
How many hours will have the room (start/end time)? What will the room set up be like?
Does the deposit go towards the total bill or is it held for damages?
What does the cost per person include?
Do I need to have a minimum guest count or spend a minimum amount of money?
Do you have a preferred vendors list? Can we bring in vendors not on this list?
How many bartenders would you recommend for X amount of people?
What is your decoration policy?
Do you have deals with any local hotels for the out of town guests?
When can the vendors access the room to begin set-up?
What do you require the vendor/us to provide (i.e. tables, extension cords, etc.)?
How many washrooms are onsite?
What rentals do I need to provide? Do you sources it, or do we?
Is there a place for the vendors and staff to eat?
Are hors d’oeurvres passed around to the guests or on a stationary table?
Who supplies your food/produce?
Do you use fresh ingredients/produce, canned, frozen or a combination?
What are the portion sizes like?

GypsyWife_ · October 2013

Central air conditioning and heater. Back up plan for rain.

ElcaB · October 2013

I'd definitely ask if to see a generic contract. Ask about deposits, payment schedules, decorations, what they provide, etc. There are lists all over the internet and in magazines of things to ask your venue. Pretty much every issue of Today's Bride has them in the back.

krizzo17 · October 2013

The biggest thing I asked for, because I knew it could really impact my final price, was whether tax, tip, and any "service charges" were included, and whether tips/service charges went to the actual servers and employees, or the venue kept them (you'd be surprised how many do, and you need to tip on top of that)

natswild · October 2013

@ahyatt87 wow, great answer! Very thorough, and gives me ideas for when I'm asking too, thanks!

AprilH81 · October 2013

Here is the list I used (compiled from several lists and my own questions).

Can we tentatively hold a date?

How many events do you host a day?
Are there any areas we won’t have access to?

Is there a day-of coordinator? What will they be able to help with?
Does anything we’ve seen today cost extra?
Is there a space for me to get ready?
Will our guests have to pay to park?

What kind of snow removal equipment do you have available in case it snows?
Are the facility and bathrooms handicapped accessible?
How many hours do you allow a party to be here?
Can we choose the vendors, or do you work exclusively with a certain set?

Are we allowed to bring in decorations? How about candles?

When can we start setting up/decorating? Does your staff do this?
Any additional cleaning fees?

Who is responsible for clean-up?

Are there any restrictions on the photographer or videographer?

Where can we take pictures during the winter?

Can we do a custom lunch menu?

How do you handle food allergies?

Are we able to taste the food?

Can we have a hot chocolate and/or S'mores bar?

Can we have a fire in the fireplace?

Do you have any other chair options?

Are there any other locations we can use for the ceremony and cocktail hour?

How long does it take to change over the room?

kitty8403 · October 2013

I focus on logistics and perks. You should start out with a general idea of your guest list size and only look at venues that will fit your maximum capacity. In my case, that was 300 people! (Huge family)

How will you handle garbage? Restrooms? Parking? Setup, teardown and cleanup?
Is there adequate seating? Fire escapes? Room to walk or dance if you set it all up? Any safety hazards?
Handicap accessibility?
Will party noise bother anybody (neighbors, owners' kids)
Is there adequate ceremony space (if you plan to do it there)? If not, will you have to have a time gap between ceremony and reception? Is it a long drive from the ceremony area?
Is it reasonably easy to find/access--good road, cell service, not up such a steep mountain that some vehicles couldn't get up? Signage?
Heating/a/c, depending on time of year?
Are you required to use in-house liquor or catering? If not, is there a kitchen? Can you bring your own booze? How do they handle liability-- do you have to buy event insurance?
Is there a designated shutdown time (eg, do you have to be out by 10 or 11?)
Can you house anybody on site? (My venue will let guests bring campers if they like so they don't drive drunk. Another guest ranch gave the same offer.)
Can you get in the day before to decorate? Can you use your own decor? Can you have candles, confetti, glitter, feathers, stuff on the walls?
If outdoor, are animals allowed (horses, dogs)?
PA system or audio options?
Lighting?
Linens and dishes? Tables? Chairs? If some, will you still need to buy or rent more?
How many people does each table seat?
Fire puts or grills? Gardens?
Anything you will need to cover/conceal?
Can you get a bus or guest shuttle?

triciaandkenswedding · October 2013

Wow! Thanks for all the suggestions. I need to update my list.

Calling all type A Brides - Questions to ask

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