SELECTING YOUR PERFECT WEDDING VENUE - What you need to know before signing that contract

Selecting your wedding venue is kind of like house hunting. Avoid basing your decision on just the aesthetic alone. Approximately 50% of your budget will go to the venue and catering, so you need to make sure that the venue you contract is the venue that can accommodate your wedding needs.

* Capacity limits for Guests -  Your guest list is the number one consideration in venue selection. If you invite 75 but a venue can only accommodate 50, keep searching. Be sure your venue can comfortably handle your full guest count and all of the other wedding elements you wish to include. Request sample floor plans to see what can fit in the space.

* Is there a wedding coordinator? - Some venues say they have a banquet or event coordinator. That person is not holding your hand during all of your planning needs. S/he is responsible for the venue and what the venue provides; they are not setting up your wedding details, directing your vendors during set up and strike, or handling any oops moments.

* Parking for vendors and guests - Is there ample parking for your guests? Will you need to hire a valet service? Is a shuttle required?

* ADA access - Is the site accessible for people with disabilities? Is there handicapped parking? Are restrooms easily accessible?

* Rules for confetti and artificial florals - Venues have rules for a reason. For example, your venue may require ecofriendly options because of its proximity to the ocean, etc. There may be cleaning fees for confetti, petal paths, or flower showers.

* Is a dance floor required? - A dance floor is an additional expense. Be sure to check on this.

* Noise restrictions - What time does your entertainment need to conclude? Are there any restrictions for type of entertainment? For example, the venue may not permit amplified music. If you want a band or DJ, that won't work for you.

* Open flame policies - What are the rules for real candles? Sparklers? Fireworks? Cold Sparks? Do you need a fire permit?

*Back up space options - What is your weather back up? What if the space you booked is damaged- is there a backup space?

*Audio-Visual Services - What specific AV equipment (screens, microphones, speakers, projectors) is included in the venue rental, and what requires extra fees? Do they have these in house or do they outsource? Will a technician be on site to operate and troubleshoot the equipment? What are Wi-Fi capabilities and bandwidth capacity for guests? Be sure to check on system compatibility. Where are the power outlets located, and is there enough power for your needs? How does your floor plan work with the equipment placement and usage? Do you need it visible the entire time?

* Liability Insurance Requirements - Are your vendors required to provide proof of liability insurance (CoI)? Do you need to purchase event insurance to hold your event at this venue?

*Secure place for gifts and cards - Where will your personal items and gifts go? Do you need to provide a person to keep an eye on your gift card box? Who will be responsible for its set up and removal?

*Vendor access, set up, and strike times - Is enough time allotted for your vendors to complete their set up in time for your event? Is there enough time for your vendors to strike? Can they return the next day? If not, you may need to pay fees for same-day-strike.

*Site fees and minimum spend requirements- Is there a minimum spend for food and beverage (F&B Minimum)? What is the minimum and maximum capacity required to book a space? Does this differ depending on the day of the week? What happens if you do not meet the minimum? When is a guaranteed number required?

*Catering options - Can you bring in your own food? Beverage? Do they provide in-house catering? Does it fit within your budget? Do they accommodate potential food allergies and dietary restrictions? Do they offer sample menus and costs? What is the service charge? Does the service charge include gratuity? What are labor charges? Do catering costs include China, Cutlery, Glassware, etc.?

*Outsourced food and beverage policies - What is the policy should you want to bring in a specialty food item or service? Are fees involved for wedding cake service?

*Alcoholic beverage policy - Your venue may have strict policies affecting your bar service, like "no shots" or "no outside beverages" which can affect your vision and budget. These are to protect their liquor license and liability insurance. If you are providing a gratuity for the bartenders, do you still want a tip jar out on the bar during your wedding? Are there corkage fees if you bring in your own alcohol? *Equipment included or provided - Does the venue provide tables, chairs, linens, arches, decor, tents, lighting, etc.? Does the catering include the chafing dishes, service tables, etc., or do they charge for those items?

*Start and end times, after hours options - Timing of every part of your wedding day needs to be considered, including vendor arrival and set up, guest arrival, strike times, etc. Sometimes an outdoor event needs to end by a certain time due to noise ordinances, but an indoor option is available for an after-party. Some venues require that everyone, including vendors, be off property by a certain time, and charge fees for any overage. You will need to have an idea of your event flow to make sure timing will work for you at your desired venue.

*Power sources and fees - The venue may offer power sources, but they may charge for the use of these resources. If you do not pay for the power to work in those outlets, you may not have electrical power for your wedding. In addition, just because a room has multiple outlets does not mean you can use them all at the same time. Will you need a generator? Will you need a spider box for power distribution? Will wires interfere with walking paths in the space?

Written by Tori Rogers, 2026