December 2020

Questions to ask your wedding venue

Congrats on your engagement! You are about to enter one of the most exciting times of your life! But we get that it can also be a bit overwhelming at times – so many decisions, so much to organise, so many working parts.

At Allely Estate, we do what we can to take the stress out of the situation, to make planning your big day the fun experience it should be! Starting with our in-house wedding planner, a totally free service we offer our couples. Athina is a superstar planner – she’s so organised, she has all the best suppliers in her contacts book, and she knows how to go the extra mile to make your wedding day memorable for you and your guests (in all the good ways!).

If you’re still tossing up which venue to go with, we found a blog on what questions to ask your wedding venue that might be helpful. You can find that here on the Jesse and Jessie blog or below.

If you want to ask us any of the below, please email our fabulous wedding planner Athina on athina@allelyestate.co.nz – she’d love to help!

This list of questions is comprehensive and covers a fairly formal venue, however, most of it applies no matter where you choose. Use it as a point by point checklist or just refer to it as a starting guide, whatever suits you!

GENERAL

Are we hiring a room or a whole venue with staff and catering?

Is there an in-house wedding coordinator? If there is a coordinator, will they be there for the duration of the reception?

Who will actually be there to run everything on the day?

Is the venue available for exclusive use?

Are there any changes planned to the building before the wedding (renovations, painting etc)?

How many guests can each area accommodate sitting/standing?

What are your wedding packages and what is included?

How flexible are your packages?

How long are we able to have the room?

What rooms are included? Bathrooms, bridal party rooms, lounge area, cocktail area, and coatroom?

Is there a designated smoking area?

Is an outdoor area included for a cocktail reception?

Is the room accessible for disabled guests?

Is there a secure area to store the wedding gifts and bridal party’s personal items etc.?

Are there different prices for holidays, weekdays etc.?

FOOD

What are the meal options?

Will the meal be buffet or plated? If so, how many courses?

Can we choose to have a cocktail reception instead of a sit down dinner?

Are there any additional charges for bar staff or waiting staff?

Can we specify the meal time?

Do you cater for special dietary requirements? Coeliacs? Vegetarians? Cultures?

Is there a late night food option and what time is it served?

How many days prior to the wedding date do you need to confirm catering numbers?

ALCOHOL

Where is the cocktail hour or drinks reception held?

Can we serve signature cocktails?

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?

Do you provide a cash bar or an open bar?

Does the venue hire the bartenders and is there a charge per bartender?

Are there any restrictions on the type or quantity of alcohol to be served?

Can wine be given as a party favour?

Can we bring in your own or do they have a wine list?

Do they have an area to serve champagne on arrival, can this be arranged?

Can a low or non alcoholic option be provided?

Is a complimentary menu and wine tasting included? How many people can attend?

How much wine/champagne/tea & coffee is included per person?

Wine choices – what are the wine choices and what are the upgrade costs?

Do you charge a corkage fee?

Is the champagne toast complimentary?

Is there a late bar? How late will the bar be open?

Is there a charge for a bar extension?

PHOTOGRAPHY

Are there any photography or video restrictions?

What suggestions do you have for locations to photograph?

Is there a rain back-up plan (for outdoor locations)?

Do you have outdoor covered areas such as canopies or tents in case of rain?

Do you have indoor space available if we need to move people outside to inside?

Do you have a generator for power outages?

CLEAN UP

Will the venue take care of all cleaning before and afterwards?

Can you keep decorations to be collected the following day?

Will you clean all public areas, bathrooms, gardens etc. prior to your event, is this included in the cost?

What time are all guests required to leave?

What is the policy for breakages or damages?

PARKING

Where do guests park and how many spots are available?

Is there valet?

Is there a cost to park?

What else is going on that night that may make it difficult for guests to park?

SET-UP

Exactly what time do we/vendors have access?

What does a typical layout of the room on the wedding day look like?

Do you have photographs to show of other receptions?

Can we come back and see it set up for another wedding?

Who is the main venue contact for the day of the wedding?

Is there anything we need to bring in that they do not have?

DECORATIONS

Exactly what crockery/linen/cutlery is provided as part of the package?

What type of tables do you have (shape, size, top table), How many will they seat? Are there different options?

Is any decor/stationery provided (menus, centrepieces, red carpet, flowers, cake stand)? Are there alternatives available?

Can I move things around and decorate to suit my purposes, or do I have to leave everything as is?

If we want to set up and decorate the venue the day before the wedding, can we gain access?

Can we hang things on the walls or from the ceiling?

Do we need to bring in a contractor to hang decor or lights?

Are there decorating restrictions/will the decorating time be charged?

Can the centerpieces contain candles?

What do they use for table settings?

Can we see a copy of the room table layout?

Are there booster seats or high chairs available for children?

Are we required to return the room to the original layout at the end of the night?

Do you have an area to store decorations that we can collect the following day?

CAKE

Do you provide a cake table?

Do you provide a cutting knife?

Is there a cake-cutting fee?

Will the kitchen staff cut the cake and serve it?

Can we bring a cake from another baker?

Can cake be served in place of dessert?

MUSIC/DANCING

What area is available for a dance floor? Will furniture need to be moved to accommodate?

Can we bring in a band or DJ?

When can the band set up?

Can we hook an iPod or laptop up to your sound system?

What do you 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 you allow the music to play until?

Are there sound restrictions outside?

PAYMENT

What is the total cost and what is required for a deposit?

Do you offer payment plans?

What type of payment do you take – cash, cheque, credit card?

What is your cancellation policy?

Do you provide security?

Are there any additional costs we need to be aware of?

INSURANCE

What are the insurance requirements for you and your vendors?

Does the venue have its own liability insurance coverage?

CEREMONY

Can the venue accommodate the ceremony?

Are the ceremony and reception held in the same room or separate rooms?

In same room, what can be expected for set up and take down to switch over from the ceremony to the reception?

Does the venue provide the seating for the ceremony?

What is the cost to have both the ceremony and reception at the venue?

Are we able to have a rehearsal at the venue and a rehearsal dinner?

Can rose petals/confetti be thrown?

Draping, lighting & styling by Event Styling

Check out our latest Wedding Special HERE.