The Ultimate Wedding Venue Checklist

From the moment you’ve said ‘yes’ you’ve been thinking about that big day and how it will go… So what does your dream wedding look like? Are you in an elegant banquet hall, a seaside location or a quirky restaurant?

Choosing the wedding venue is probably the most important decision you will make in the wedding planning process. Not only will it go a long way towards deciding the vibe and atmosphere for your big day, but let’s face it, the venue will take the biggest chunk out of your wedding budget and determine what else you can afford, so choose wisely!

Explore your options, visit your favourites and, most importantly, ask the right questions!

Beyond the obvious “are you available on my preferred date”, what do you need to know to ensure your venue has all you need to give you the day you envisioned?

If you think you have found the perfect place to host your wedding, then why not use our Ultimate Wedding Venue Checklist to make sure you know exactly what is included and help you decide if This venue is The venue for you.

Wedding Venue Checklist

Download the checklist as a PDF here.

G E N E R A L

Do you have availability on our preferred date?
What is your maximum capacity?
Do you have a minimum number?
What are your wedding packages and what is included?
What is your price per person?
What is your price for children?
Is there an additional room hire fee?
Do you have any special offers on alternative dates?
Do you offer a Day 2 package and if so what is included?
Do you require a booking deposit?
What is your payment schedule?
What payment types do you accept?
What is your cancellation policy?
Do you have a COVID19 specific cancellation policy?
Do you have any renovations or other changes planned between now and our wedding date?

S E T U P & L A Y O U T

Is the venue available for exclusive hire?
Are there any other events scheduled for your function room at a different time during the same day?
How long is the function room available?
What other rooms are included – bathrooms, champagne reception area, bridal party rooms, lounge area, coatroom?
Is there an outdoor area included in the wedding package?
Is there a heated smoking area?
How many toilets are there?
Is the room accessible for disabled guests?
Is there a secure area for wedding gifts and cards?
What is the typical layout for weddings in the function room?
Do you have different table options (round, square, long etc)?
How many guests are permitted at a table?
Do you have sample floor plans?
Do you have photographs of other receptions?
Do you have an open day or other wedding day where you can see the function room set up for another wedding?
Will you provide a venue/wedding co-ordinator?
Will they be there on the day to make sure it runs smoothly?
Are there high chairs available for children?

O U T D O O R S E T U P

Do you have a covered outdoor area for the wedding ceremony or reception?
Do you have an indoor space available if we need to move people inside?
Do you have a generator for power outages?

M A R Q U E E V E N U E S

Do you have a preferred marquee/tepee provider?
Is the marquee fully weather proof?
What heating options are available?
Is the bar setup in the marquee or separate?
Do you have a list of preferred suppliers for furniture, catering etc?
Are kitchen facilities available for use?
Do you supply bathroom facilities?

C E R E M O N Y

Can the venue host the ceremony onsite?
Are you registered for civil ceremonies?
Are the ceremony and reception held in the same room?
If so how long does it take to set up/switch over from ceremony to reception and where do guests go in the meantime?
Is there an extra cost to hosting the ceremony onsite?
Do you have a sound system available for during the ceremony?
Do you provide background music during the ceremony?
Where would the musicians typically setup for the ceremony?
Can we access the room for rehearsal the evening before?
When can we access the room for setting up for the ceremony?
Is confetti permitted?
What décor is included for the ceremony?
Are there any other décor restrictions for the ceremony?

D É C O R

Can you add your own decorations to the function room and other areas?
Are there any restrictions for decorating?
When can you start decorating?
What centrepieces are included in the wedding package?
What is included in the table setting?
What other decorations does the venue provide?
Do you provide a seating plan?
Do you provide place cards?
Do you provide personalised menus?

T H E M E N U

What is included in your typical menu?
Do you offer alternative menus such as buffet style?
If the menu is not included in the venue package, do you have a preferred list of caterers?
Is there a menu tasting included in the wedding package?
Is there a champagne reception included with the wedding package?
Is there a cap on the amount of champagne served?
Do you provide wine with the meal?
Is there a cap on the amount of wine served?
Is the champagne toast complimentary?
Can you accommodate special dietary requirements?
How many wait staff will be provided?
Do you provide a cake stand?
Do you provide a cake-cutting knife?
Do you serve the wedding cake?
How long does dinner service usually take?
Do speeches need to take place at a particular time during the meal?
Is there an option for late-night food?

T H E B A R

Do you provide bar service?
If not, do you have a list of preferred bar service providers?
Do you allow for a bar tab?
Do you provide table drink service or do guests order at the bar?
Can we provide our own wine/champagne?
Is there a corkage fee?
What time does your bar close?
Is it possible to apply for a bar extension? If so, what is the cost?

M U S I C

Can we have music during the champagne receptions?
Where would the musicians typically set up?
Do you provide background music during the champagne reception?
Do we need to provide a playlist?
Will you introduce the bridal party?
Do you provide entrance music for the bridal party?
Do you provide background music during the meal?
Do we need to provide a playlist?
When can the band/DJ set up?
Where does the band/DJ typically set up?
Where is the dancefloor located?
Do you have to move tables to set up the dancefloor and if so how many?
How many people does the dance floor accommodate?
What time can the band/DJ play music until?
Do you have any recommended band or DJs?
Our band/DJ has some questions about setup, who is the best person here to put them in contact with?

V I D E O & P H O T O G R A P H Y

Do you have any photo or video restrictions?
Do you have any recommended locations for photographs?
Do you provide food for the videographer/photographer?

A C C O M M O D A T I O N & P A R K I N G

Is there overnight accommodation available onsite?
Are there any rooms included for the bridal party as part of the wedding package?
Can you offer a preferential rate for our wedding guests?
What time is check in and check out?
Is breakfast included?
What time is breakfast?
Do you have a list or preferred rate with any nearby accommodation options?
Is there parking onsite?
Is there a cost for parking onsite?
Do you have a list of taxi options?
Are there any events taking place onsite or nearby during my preferred date that might impact accommodation availability or parking?

O T H E R

Are there any other costs we need to consider?
Are there any COVID19 restrictions and safety measures we need to be aware of?
Will you update us if changes in restrictions will impact our wedding date?