When working with clients, one of the more significant tasks you might help them with is finding the perfect venue. To help them choose the venue that’s just right for them, we’ve put together a handy list of questions to ask potential wedding venues. These will help ensure the venue meets their needs and brings their vision to life.

General

• Is the venue available on the date you need it?
• How many guests can the banquet room accommodate?
• What are their wedding packages and what is included?
• What other events are going on at the venue on the same day?
• Is another event scheduled for your room at a different time on the same day?
• How long is the space available?
• What rooms are included? Bathrooms, bridal party rooms, lounge area, cocktail area, and coatroom?
• Is there a designated smoking area?
• Is an outdoor area or another room included for a cocktail reception?
• Is the banquet room accessible for disabled guests?
• Is there a secure area to store the wedding gifts?
• Do you provide an attendant to stand guard at the gift table?

Set-Up

• What does a typical layout of the room look like on the wedding day?
• Do they have photographs of other receptions to show you?
• How many bridal party guests can sit at the head table?
• How many guests can be seated at a table?
• Do they provide a check-in table outside the banquet room?
• Are there booster seats or highchairs available for children?
• Can you come back and see it set up for another wedding?
• Who is the primary venue contact on the day of the wedding?
• Can they accommodate a slide show of photographs?
• Is there anything you need to bring in that they do not have?

Decorations

• When can you start decorating?
• Are there decorating restrictions?
• Can the centerpieces contain candles?
• What do they use for table settings?
• What decorations does the venue provide?

Food

• What are the different ways the venue serves food? Buffet, family style, individual plates?
• Do they provide in-house catering? If not, do they have a preferred list of caterers?
• Can you arrange for a tasting?
• Is there a cost for a tasting?
• What does the venue provide for drinks with the meal?
• Can they accommodate special diets?
• How many choices can you offer your guests for meals?
• How many wait staff will be provided?
• Is gratuity for waitstaff included in the pricing of the meal?

Cake

• Where can they place the cake?
• Do they provide a cutting knife?
• Is there a cake-cutting fee?
• Do they have preferred bakeries they work with?
• When do they serve the cake?
• What drinks do they serve with cake?

Alcohol

• Does the venue have a liquor license to serve alcohol?
• Does the venue provide the alcohol and bar service?
• What drinks are included in the pricing?
• Is gratuity included for the bartender in the pricing?
• Do they provide a cash bar or an open bar?
• Does the venue hire the bartenders, and is there a charge per bartender?
• Do they charge for unopened bottles after the reception?
• Is there a corkage fee?
• Are there any restrictions on the type or quantity of alcohol to be served?
• Can wine be given as a party favor?

Music/Dancing

• Can you bring in a band or DJ?
• What do they have for a sound system? Speakers, microphones, etc.?
• When can the band or DJ set up?
• How many people does the dance floor accommodate?
• What time do they allow the music to play?

Payment

• What is the total cost, and what is required for a deposit?
• Do they offer payment plans?
• What type of payment can they take – cash, check, or credit card?
• What is their cancellation policy?

Insurance

• What are the insurance requirements for you and your vendors?
• Does the venue have its own insurance coverage?

Photography

• Are there any photograph or video restrictions?
• What suggestions do they have for locations to photograph?
• Can a photographer set up a photo booth?

Rain Back-up Plan (for outdoor locations)

• Do they have outdoor covered areas such as canopies or tents in case of rain?
• Do they have indoor space available if you need to move people outside to inside?
• Do they have a generator for power outages?

Ceremony

• Can the venue accommodate the ceremony?
• Are the ceremony and reception held in the same room or separate rooms?
• If it is the same room, what can be expected for set up and take down to switch over from the ceremony to the reception?
• How long will it take?
• Does the venue provide the seating for the ceremony?
• What is the cost to have the ceremony and reception at the venue?
• Can you have a rehearsal at the venue and a rehearsal dinner?
• Can rose petals be strewn?

Overnight Accommodations

• Are there overnight accommodations or do they partner with local hotels?
• What are the room rates?
• Is there a wedding discount for blocks of rooms?

Parking

• Where do guests park, and how many spots are available?
• Is therea  valet?
• Is there a cost to park?
• What else is going on that night that may make it difficult for guests to park?

This list of questions should help guide you when assisting your clients in their wedding venue search. 

Even with the best planning, some situations can occur that are out of your control. That is why we recommend wedding insurance.

Markel offers wedding cancellation insurance, which reimburses you for lost deposits and non-refundable amounts if you must cancel or postpone your wedding due to unforeseen circumstances. It can cover stolen gifts, a wrecked gown, lost wedding rings, and more. Coverage can be purchased up to 14 days before your event, and policies start as low as $130.

In addition, Markel offers wedding liability insurance, protecting you from incidents such as property damage to the wedding reception venue or injury to a guest. Up to $2 million in wedding liability insurance can be purchased from Markel any time up to 1 day before your event and covers your ceremony and reception, rehearsal and setup/takedown. Policies start as low as $75.

Get more information now on the Markel Insurance website on how easy it is for event planners to recommend event insurance to their clients.

This blog is intended for general information purposes only, and should not be construed as advice or opinions on any specific facts or circumstances. The content of this document is made available on an “as is” basis, without warranty of any kind. This publication is not intended to be legal, underwriting, or any other type of professional advice.  Persons requiring advice should consult an independent adviser.  Markel does not guarantee any particular outcome and makes no commitment to update any information herein, or remove any items that are no longer accurate or complete. Furthermore, Markel does not assume any liability to any person or organization for loss or damage caused by or resulting from any reliance placed on this content.  Coverage is provided by one or more of the insurance companies within Markel and policyholder services are provided by the underwriting manager, Markel Service, Incorporated, national producer license # 27585, in California d/b/a Markel Insurance Services, license # 0645481. Insurance and coverage are subject to terms, conditions, availability and qualifications and may not be available in all states.  *Markel Specialty is a business division of Markel Service, Incorporated, the underwriting  manager for the Markel affiliated insurance companies.© 2024 Markel Service, Incorporated.  All rights reserved. Markel® is a registered trademark of the Markel Corporation.