Recently engaged? I bet the first item on your to do list is a venue tour. Let’s face it… you can’t plan your wedding without a date, which could be determined by venue availability. It is easy to get all caught up in the beauty of the property and forget about the questions you need to ask on your venue tour. Price is the obvious question, because you’ve probably never planned a wedding before. As a venue owner, who believes in complete transparency of pricing and policies, you should be asking ALL the important questions. This includes the less glamorous ones, such as, may I see the restrooms? To ensure you have all the information you need to make an informed decision, here is our list of questions you need to be asking on your venue tour.
How many people can the venue accommodate and is there an indoor option for rain?
How many guests can be comfortably seated at tables for the reception? Do I have an option to accommodate additional guests and will additional items need to be rented, ie., tent, tables and chairs? In the event of rain, what is the plan for setup? Also, be sure and ask if the venue moves chairs from the ceremony space to the reception area.
What features and amenities are included?
Each venue tour will vary a little in this list so its important to understand what is included, what is allowed, is it required, and what is set in stone. After asking for this all important list, also ask what may be required, but not provided, ie., wedding planner or coordinator. Are tables and chairs included? Do I have to use them if I want to rent a different style? Is a cleaning service included or do I have to hire or ask guests to help? Here at L&L Farm, we feel strongly about this. You and your guests should be able to enjoy your special day! Your caterer cleans up the food, buses tables, and takes the trash. Also, we provide the janitorial services.
What are the Decor guidelines?
These should be clearly defined so ask the who, what, when, and how questions when it comes to decor. “Who” might be defined as a professional and licensed designer or is DIY an option? “What” items can be brought in and what products can be used for set up, ie, ladders, tape, nails, etc. Most venues require you to decorate during the agreed upon rental period so inquire if you can add on additional hours for this purpose. “How” can we add personalization or customization to our event? Adding a personal touch makes your event more personable in a way that all of your guests can connect with you both.
Catering questions
If your aunt is an excellent baker and offers to bake for your wedding reception, please re-think this most important decision before even asking (no offense to your aunt). Licensed caterers know and understand basic food handling, food temperatures, and the importance of providing healthy and delicious options. One thing venues understand is that shortcuts always cost more in the long run. Does the venue offer in house catering? Do they have exclusive caterers that you must use? Full service catering means they will stay for the entire event, serve or restock, and even bus the tables. Is there a commercial kitchen or staging area? Do caterers have access to refrigerators, coolers, running water? How and where do caterers normally set up in the venue? Does the caterer need to sign a vendor agreement? These questions could affect the overall cost.
May I see the restrooms?
The cleanliness of a restroom says a lot about how someone runs their business. And style matters in the restrooms too. Speaking of functionality, are there enough stalls for your guest count? If not, consider renting an upgraded potty trailer to accommodate everyone.
Are there any hidden or extra fees?
Some venues will advertise lower rental fees to get you in the door and then up-charge for every table, chair, and napkin. Specifically ask if there are any add-ons. Items that are not common to every event are typically add-ons and should not be included with every rental fee. Tables and chairs, however, should be included in the rental, in my opinion.
What is required to book my event?
What is the amount of the first payment and how many payments can be made before the final payment is due? Signing a contract between you and the venue should be expected. Without a contract, expectations would most likely not be met due to misunderstandings or not understanding what is expected. Regardless of who is paying for the event, the couple is always the client and who signs the contract. Ask about obtaining an event insurance policy for the day of the event. This protects you and your guests from mishaps, accidents, and any occurrence that could cause significant damages.
This list of questions should get you on the right track to finding the perfect venue for your special day. If you are still actively looking for a venue in the Nashville area, contact us to request a tour to see if we might be a great fit.
