10 Questions to Ask When Booking a Wedding Venue

Choosing the right wedding venue can feel overwhelming. With so many options and details to think about, it’s easy to miss something important. But the venue is a big deal—it sets the stage for your entire wedding day. Getting it wrong could lead to stress, unexpected costs, or even last-minute changes.

We’re here to help. This blog gives you the 10 most important questions to ask before booking a venue. You’ll learn how to avoid surprises, stay on budget, and find a space that’s perfect for your big day.

1. Is the Venue Available on My Preferred Date?

The first thing to ask is if the venue is free on your wedding date. Popular venues book up quickly, sometimes more than a year in advance. If your date isn’t available, ask about other open dates or consider adjusting your timeline.

Why this matters: Locking in a date early helps you plan everything else—like invitations, vendors, and travel arrangements for guests. If you’re set on a specific day, especially during peak wedding season, this question should be your top priority.

Pro tip: Ask if the venue has a waitlist or cancellation policy. You might get lucky if someone else’s plans change.

2. What Is the Venue’s Capacity?

Knowing the venue’s capacity is essential to ensure it can comfortably accommodate your guest list. Ask the venue for their maximum capacity and consider how it aligns with your planned number of attendees. You don’t want a space that feels too cramped or one that looks empty because it’s too big.

Why this matters: The size of the venue directly impacts your guests’ experience. A crowded space can feel uncomfortable, while a venue that’s too large might lack the intimate vibe you want.

Pro tip: Confirm if the capacity includes specific layouts like seating arrangements, dance floors, or additional features like photo booths. This helps you plan the space more effectively.

3. What Services and Amenities Are Included?

Ask the venue for a detailed list of the services and amenities included in their rental package. Some venues offer all-inclusive options with tables, chairs, linens, and even an on-site coordinator. Others might provide only the space, leaving you to handle everything else.

Why this matters: Knowing what’s included helps you budget better and avoid unexpected costs. For example, if the venue doesn’t provide furniture or décor, you’ll need to rent those items separately.

Pro tip: Look for extras like built-in sound systems, lighting, or setup and teardown services. These perks can save you time and money while making the planning process smoother.

4. Is Catering Provided or Allowed?

Food is a big part of your wedding, so you’ll need to ask if the venue provides in-house catering or allows you to bring your own. Some venues require you to use their caterer, while others give you the freedom to hire an outside vendor.

Why this matters: Catering restrictions can impact your budget and menu choices. If you have specific dietary needs or want a custom menu, you’ll need to know what’s allowed.

Pro tip: If the venue provides catering, ask to see sample menus and pricing. For outside catering, confirm if there’s a kitchen on-site or if the vendor will need to bring their own setup.

5. What Are the Costs and Payment Terms?

Get a clear breakdown of all costs and payment terms before booking the venue. Ask about the rental fee, deposit amount, and any additional charges like cleaning fees, overtime costs, or service fees.

Why this matters: Hidden costs can quickly blow your budget. Understanding the full financial picture helps you avoid surprises and ensures the venue fits your budget.

Pro tip: Clarify the cancellation policy and refund terms. Life happens, and knowing these details upfront can save you from losing your deposit if plans change.

6. Can I Customize the Space to Fit My Theme?

Ask if the venue allows you to personalize the space to match your wedding theme. This includes decorations, seating arrangements, and lighting. Some venues may have restrictions on things like hanging décor, open flames, or confetti, so it’s important to confirm upfront.

Why this matters: Your wedding should reflect your personality and style. A venue with strict rules might limit your creativity or force you to rethink your vision.

Pro tip: Request a list of any decoration restrictions and ask if they provide décor options, like centerpieces or lighting, as part of their package.

7. Are There Accommodations for Guests?

Find out if the venue offers on-site accommodations or is close to hotels for out-of-town guests. If the venue doesn’t provide lodging, ask about partnerships with nearby hotels that may offer discounted rates for wedding parties.

Why this matters: Guests traveling from out of town will appreciate having convenient places to stay. Providing accommodation options makes your event more accessible and stress-free for everyone.

Pro tip: Ask about transportation options, like shuttle services or parking availability, to make travel easier for your guests.

8. What Is the Backup Plan for Outdoor Weddings?

If you’re considering an outdoor wedding, ask the venue about their backup plan for bad weather. Do they have indoor spaces available? Can they provide tents or other weatherproof solutions?

Why this matters: Weather can be unpredictable, and having a solid backup plan ensures your wedding runs smoothly, rain or shine. Without one, you risk last-minute chaos and additional costs.

Pro tip: Visit the indoor space or alternative options during your tour. Make sure the backup plan still aligns with your vision for the day.

9. Can I Visit During a Real Event?

Ask if you can visit the venue while it’s set up for another wedding or event. This gives you a better sense of how the space looks and feels when in use. Pay attention to details like lighting, flow, and how the staff handles everything.

Why this matters: Seeing the venue during a real event helps you visualize your own wedding day. You can get ideas for setup, décor, and even how the staff manages the event.

Pro tip: Schedule your visit during a wedding with a similar guest count to yours. This will give you a more accurate picture of how the space will work for your event.

10. Are There Any Restrictions or Rules?

Every venue has its own set of restrictions and rules, so it’s essential to ask about them upfront. Common restrictions might include noise limits, alcohol policies, or vendor exclusivity. You’ll also want to know the setup and teardown timelines.

Why this matters: Understanding the rules ensures you can plan your wedding without surprises. For example, a strict noise policy might impact your music choices, or vendor restrictions could limit your options for catering or décor.

Pro tip: Request a copy of the venue’s rules and policies in writing. This will help you avoid misunderstandings and keep your planning on track.

Your Wedding Day Starts with the Right Venue

Booking the right venue is one of the most important steps in planning your wedding. By asking these 10 questions, you’ll avoid surprises, stay on budget, and ensure the space fits your vision perfectly. From availability and capacity to rules and backup plans, these details will help you feel confident in your choice.

Ready to book your dream venue? If you’re in Provo, Utah, consider The Boulevard for your big day. With its flexible spaces, modern amenities, and experienced staff, it’s the perfect place to celebrate. Contact them today to schedule a tour and make your wedding unforgettable.