In this article, you will find questions to ask your wedding venue before booking so you can have a clear picture of inclusions, costs, and lead the planning without surprises.
Estimated reading time: 12 minutes
As a planner who spent years working as a catering manager in hotels, I understand both sides of the contract. I know what questions couples should ask, what details often get overlooked, and where clarity matters most before you sign. Below, I’ve outlined the most important points to discuss with your venue to ensure a beautifully executed celebration without surprises.
How many hours of rental are included?
Understanding your total rental time is essential for planning a seamless timeline. Most venues include a specific number of hours that cover your ceremony, cocktail hour, and reception. Some contracts also account for setup and breakdown time, which is particularly important for your vendors. Ask for a clear breakdown of what’s included in your base package. For example, if you have five hours of event time, does that begin when your ceremony starts or when your first vendor arrives? Knowing these details helps you design a realistic timeline that doesn’t feel rushed and ensures every moment of your celebration unfolds beautifully.
What is the cost to add an extra hour?
Weddings have a way of feeling like they pass in the blink of an eye, and sometimes you need a bit more time for dancing, toasts, or simply celebrating with your guests. Ask about the cost to extend your rental by an additional hour and whether it’s even possible. Some cities have noise ordinances or curfews that limit event end times, and certain hotels have strict policies based on their location or other bookings. Understanding your options early helps you decide whether to build extra time into your original contract or plan your timeline to make the most of the hours you have.
What is the weather back up plan and when will it be decided?
If you’re planning an outdoor ceremony or reception, a weather contingency plan is non-negotiable. Ask to see the indoor backup space and understand exactly when the final decision will be made. Most venues make the call anywhere from 24 to 48 hours before your wedding, though some wait until the morning of. Visit the backup location during your tour so you can visualize it and feel confident about plan B. I always tell couples to embrace their backup plan as a beautiful alternative rather than a disappointment. When you love both options, the weather becomes less stressful and you can focus on celebrating no matter what unfolds.
What is your service fee/service charge/administrative fee?
This is one of the most important numbers in your contract, yet it often catches couples off guard. The service fee, sometimes called a service charge or administrative fee, is typically added on top of your food, beverage, and rental costs. It generally ranges from 20 to 26 percent or higher, depending on the venue and location. This fee covers gratuity for the banquet and service staff, as well as administrative costs for coordinating your event. It’s applied before sales tax, which means your final total can be significantly higher than your initial estimate. Always ask for a complete breakdown so you understand exactly how this fee is calculated and what it includes. This transparency helps you budget realistically from the very beginning.
Is the tasting included in the cost? For how many people?
Menu tastings are one of the most enjoyable parts of wedding planning, and many venues include a complimentary tasting for the couple. However, policies vary widely. Some venues allow you to bring additional guests such as parents or your planner, while others charge a per-person fee for anyone beyond the couple. Ask how many people can attend, whether there’s a cost, and when tastings are typically scheduled. This helps you plan accordingly and decide whether you want to invite key family members or your planner to join you for this special experience.
When will we need to finalize the menu?
Menu selection deadlines are important because hotels need adequate time to order fresh ingredients and coordinate with their culinary team. Most venues require final menu selections anywhere from 30 to 90 days before your wedding. Once you finalize your choices, changes are often difficult or impossible because the kitchen has already placed orders and begun preparation. Understanding this timeline allows you to make thoughtful decisions without feeling rushed. Take your tasting seriously, ask questions about preparation and presentation, and choose dishes you genuinely love. These selections will become part of your guests’ experience, so it’s worth taking the time to get them right.
When is the final count/final guarantee due?
This is the last day you can provide your final meal count to the venue. It’s a critical deadline because after this date, you’re committed to that number even if guests cancel at the last minute. Most venues require the final count between three to seven days before your wedding. Understanding this timeline is essential for managing your RSVPs and budget. Once you submit your guarantee, the venue will prepare and charge you for that exact number, so accuracy matters. I always recommend building in a small buffer and tracking your RSVPs carefully as the deadline approaches.
What is the food & beverage minimum?
This is the minimum amount you commit to spending on food and beverages, regardless of how many guests attend. It’s one of the most important numbers in your contract, and it requires careful consideration during the planning process. Before you sign, calculate whether this minimum aligns with your expected guest count and your overall vision. If your RSVPs come in lower than anticipated, you still have options. You can upgrade your menu selections, enhance your bar package, add passed appetizers during cocktail hour, include a late-night snack station, or offer an elevated dessert experience. These adjustments allow you to meet your minimum while creating a more luxurious experience for your guests.
Which bar packages do you offer? Can we have his & her signature cocktails?
Hotels typically offer tiered bar packages ranging from beer and wine only to full premium bars with top-shelf spirits. Each tier includes different brands and selections, so ask for specifics about what’s included at each level. If you’re dreaming of personalized signature cocktails that reflect your story as a couple, confirm the venue can accommodate them and ask about any additional costs. Some venues include one or two signature drinks in their packages, while others charge per cocktail or require you to upgrade to a higher tier. Understanding these details early helps you design a bar experience that feels personal without unexpected charges.
Can you list which rentals are included in the cost?
One of the greatest advantages of hotel venues is their built-in inventory. Most include tables, chairs, dinnerware, glassware, flatware, and linens. However, the specific styles and quality vary significantly from venue to venue. Request a detailed list of what’s included and ask to see photos or samples. For example, if Chiavari chairs are included, what color are they? Are the linens standard banquet linens or higher-quality options? What about napkin colors? Knowing exactly what comes with your package helps you budget for any upgrades or additional rentals you might want to bring in for a more personalized design.
How many weddings do you have per day?
This question reveals how exclusive your celebration will feel. Larger hotels may host multiple weddings simultaneously, which can impact everything from vendor load-in times to guest experience. Ask where each wedding will take place within the property, whether you’ll share any common spaces, and how the venue manages logistics to keep events separate. Understanding this helps you set realistic expectations and ensures your day feels as intimate and special as you envision.
Is there a bride getting ready room included? What time do we need to leave the room?
Many venues offer a complimentary bridal suite or getting ready space, which can be a beautiful convenience. Ask to see photos, confirm the location within the venue, and understand what’s included. How many people can it comfortably accommodate? Is there good natural light for photos? What time do you need to vacate? Some couples prefer using their own hotel sleeping room for getting ready, especially if it offers more space or privacy. Knowing your options allows you to make the best choice for your timeline and comfort.
Is there a groom getting ready room included? What time do we need to leave the room?
The same questions apply for the groom and groomsmen. Having a dedicated space keeps everyone organized and makes for better photos. Confirm the location, capacity, and any time restrictions so you can plan accordingly.
How early can we start setting up? What is the cost to add a set up day?
Setup time is crucial for your vendors, particularly your florist, planner, and entertainment team. Most venues provide two to four hours of setup time on the day of your wedding, but this might not be sufficient for elaborate floral installations, custom lighting, or intricate design elements. If your vision requires more time, ask about adding an additional setup day and the associated cost. This investment often makes the difference between a beautiful wedding and a flawlessly executed one. Understanding these logistics early allows your creative team to plan properly and work without rushing.
Are there any vendors that we *must* select from your recommended vendors list?
Some venues require you to choose certain vendors from their preferred or exclusive lists, particularly for catering, bar service, or occasionally even photography. Clarify these requirements upfront so you understand your freedom to bring in outside vendors. If the venue has preferred vendors but doesn’t require them, ask why they recommend those particular partners. Often it’s because they work seamlessly together, but you should still have the option to bring in your own team if you prefer.
How does parking work for our guests?
Guest parking can significantly impact both experience and budget. Ask whether complimentary parking is available, if valet service is an option, and what the total cost would be. Some couples choose to cover valet parking as a thoughtful gesture that enhances the arrival experience. Others provide detailed parking instructions with their invitations. Either way, understanding the logistics and costs helps you make an informed decision that suits your priorities and budget.
Will you be here on our wedding day?
The person who gives you the tour and walks you through the contract may not be the same person managing your wedding day. Ask who your primary contact will be throughout the planning process and who will be on-site during your celebration. Building a relationship with your day-of contact is invaluable. You want someone who knows your vision, understands your priorities, and can make decisions confidently if anything unexpected arises.
Is cake cutting and serving included?
Many venues include cake cutting and plating as part of their service, but some charge a per-person fee. Clarify this detail, especially if you’re bringing in a cake from an outside bakery. Understanding the policy helps you budget accurately and avoid surprises.
Is the champagne toast included?
Some packages include a champagne toast for all guests, while others require you to add it separately. If it’s not included, ask about the cost per person and whether you have options for different sparkling wines or champagnes. This small detail can affect your budget and your timeline, so it’s worth clarifying early.
What if we want to secure some guestrooms for our guests?
If you’re interested in creating a room block for your guests, discuss this during your initial conversations with the venue. Room blocks can offer your guests discounted rates and guarantee availability, but they come with their own set of details and contracts. Make sure to review my dedicated blog post about room blocks, where I cover everything you need to know about managing this aspect of your wedding weekend.
Can you prepare an estimate with the grand total?
This is perhaps the most important question of all. Request a comprehensive estimate that includes everything: food and beverage, rentals, service charges, gratuity, taxes, upgrades, parking fees, menu tastings, and any other costs associated with your celebration. A detailed estimate gives you a realistic picture of your investment and helps you make informed decisions. Don’t hesitate to ask for clarification on any line item you don’t understand. Transparency at this stage creates trust and ensures there are no unwelcome surprises as your wedding day approaches.
I hope you enjoyed this article, if you have questions or you are looking for help to plan your wedding make sure to fill out our form at this link!
Key Takeaways
- Ask your wedding venue about the total rental hours included to avoid rushed timelines.
- Inquire about extra hour costs to ensure you have enough time for your celebration.
- Understanding the weather backup plan is crucial for outdoor ceremonies; ask when decisions will be made.
- Clarify service fees included in the contract to accurately budget for your wedding venue expenses.
- Request a comprehensive estimate from your venue to see all costs involved in your wedding planning.
