It’s safe to assume that you’re here because you finally eyeing a wedding venue but are unsure what’s next. We’re honoured to help! Planning a wedding can be stressful as is and we know this guide would be extremely helpful in saving time, effort, and money. More than this, planning smartly and mindfully also lessens stress and pressure – allowing you to focus on the important things.
This is a once-in-a-lifetime milestone for the two of you and we hope you’ll find all the help you need from our comprehensive resources. Make the most out of your budget and have the wedding of your dreams! Without further delay, here is a wedding venue checklist that you can go through as a guide.
The Quintessential Wedding Venue Checklist
The Important Things First
Before we go through other stuff such as pricing, amenities, and more, it’s important to first ask the important things and determine if your dream venue is your best option.
Bellamy Loft Wedding Venue in Toronto
- Is the date of the wedding still available? If not, what are the dates available in that same month?
- How far in advance can you reserve the date? Does the venue have a waitlist?
- Does the venue have seasonal or off-season special or discounted rates?
- Is the venue large enough for your guest count?
Now that we’re done with the important questions, we can easily determine if the venue is perfect for you and your partner. You can still make necessary changes such as moving the wedding date if the venue is already booked.
Once you’ve settled with your partner and are ready to move forward with your dream venue, we can now talk about pricing.
- How much is the deposit required to reserve your preferred date? Is it refundable?
- What is the payment schedule? Are there any fees? How about paying everything up front, will there be a discount?
- Does the total payment include sales tax, service charges, gratuity, and cleaning fees? If not, what are the extra cost we need to account for?
- What is the venue’s cancellation policy?
Remember to always clarify everything and ask for all the possible fees or extra costs you can possibly incur along the way. It’s best to keep yourself prepared by budgeting for these that only learn about these at the end.
Now that we’re done with the hard questions, we can now talk about the amenities and how you can get the venue, wedding-ready!
- Are there getting-ready rooms onsite? If not, you will have to reserve another location for such.
- Is there any on-site lodging available for your guests?
- How about transportation for your guests? Is there something the venue can arrange?
- If not, is there a strong cell signal at the venue so your guests can call for ride-sharing services?
- Where will the gifts be stored during the event? Will there be anyone from the venue to help load or unload items before and after the event?
Once the guest and program arrangement is finalized, you can now coordinate with your wedding vendors on how they can come in for their setups.
For some venues, they have only accredited vendors for their venues. You might want to check this with the venue first before booking.
Wedding Backdrop and Setup by Vintage Bash
- Who will be your point of contact on the day of the wedding and planning beforehand?
- Are there any in-house vendors available to you? Are they included in the venue pricing?
- Can you hire your own vendors? If so, are there any fees involved with hiring outside vendors?
- Does the venue come with any rentals (i.e. tables and chairs, linens, etc)?
- What time can vendors and family members arrive for the set-up on the day of the wedding?
- Will our vendors be responsible for breaking down the decor post-event? If yes, what time should they have it all done and packed up?
Your dream wedding is starting to paint a clearer picture. Now that we have the venue, pricing, amenities, and vendors settled, we can now go ahead with food and beverage concerns as well as a few special considerations.
Food and Beverage
Although caterers are counted as a vendor, we decided to separate them as they have a more specific needs and concerns that need extra attention.
- Do you have in-house catering? If yes, is it included in the rental fee?
- Can you schedule a tasting before the event?
- Is there a food and beverage minimum?
- What is the alcohol policy? Is liquor allowed to be served?
- Can we bring our own alcohol? If so, are there any corkage or service fees?
These will cover our what-ifs in the worst-case scenario possible. It’s always good to have a Plan B so here are few things you should consider:
- If your ceremony is outdoors, is there a backup plan in case of rain? Does the venue have photos of this that you can check?
- Does the ceremony allow for multiple ceremony configurations in the event of harsh light shining on your space?
- Is there AC equipment for a DJ or live band to plug into?
- What are the lighting g options for the reception?
- Is the venue allowing open-flame candles, sparklers, confetti, etc?
As they say, it’s always best to be ready than being regretful at the end. Take note of which applies to your setup best and have these considered.
Policies and Logistics
Last but not least, we are here to discuss what to take note of the venue’s policies and logistics to ensure a smooth wedding ceremony and reception program.
- What security services are required by the venue? If you have to provide your own security, how many peace officers will be needed per guest?
- Are pets allowed?
- Do you have a recycling policy?
- Are children allowed at the venue? Will there be a baby changing area or space for nursing mothers?
- Is the venue handicap accessible?
- What are the parking options available?
- How many bathrooms do the venue have?
We got the basic and usual concerns listed down in this wedding venue checklist but feel free to extensively review the venue’s terms and conditions along with their policies before signing. It will only be wise to maximize what you can from your location expense and ensure a smooth wedding ceremony that everyone can enjoy.