30 questions to ask a venue

The 5 that cost the most if answered late are comfortable capacity, what the price includes in writing, the music cutoff time, the cancellation policy and who will be there on the day of the event.

The 30 are grouped by topic, with the answer that should raise a red flag. Bring them printed to the visit, before you sign and pay the deposit, and write the answers next to each venue's name. With 3 venues and the same list in front of you, it's quick to see which one is winging it.

Capacity

A venue "for 200" usually means 200 squeezed in, not counting the dance floor, the stage or the bar.

• What's the capacity with round tables, a dance floor and a bar set up? The comfortable number is 20% to 30% lower than the advertised maximum. Red flag if they give you a number without specifying the layout.
• Does the number include the dance floor? Some venues add the dance space to the seated guest count. Ask the table diameter and count how many fit.
• Is there a separate space for the ceremony or cocktail hour? If everything happens in the same room, there's dead time while they flip the setup.
• How long does that flip take, and where do guests wait? The usual is 30 to 45 minutes.
• Is the space only for my event that day? Sharing restrooms, the entrance or parking with another event doesn't show up in any contract, and you only notice when your guests have spent 15 minutes in a line that isn't theirs.

A round table for 10 is 1.8 meters (6 ft) across, and with chairs it takes up about 3 meters (10 ft).

What the price includes

Ask in writing what's in the base package and what's charged separately.

• What exactly is included: tables, chairs, linens, dishes and glassware? Red flag if the linens or the "nice" chairs are charged as extras.
• Are servers included, and how many per guest? For a buffet, 1 per 15 guests. For plated service, 1 per 10, because the plates have to go out at the same time. With fewer, the wait shows.
• Do they charge for setup and teardown? Sometimes, yes. Some venues charge extra to set up and take down the same tables and chairs that are already in the package you just booked.
• Are tax and service included, or added at the end? Depending on where you are, it can be 12% to 16% tax plus 10% service, and that changes the whole number.
• How much does each guest above the minimum cost? Get that price before you sign.

In-house catering

Venue, food and drinks take about 42% of the total budget. If the venue requires its own kitchen, you have little left to negotiate.

• Can I hire my own caterer, or is in-house catering required? Red flag if it's required and they won't let you taste the menu first.
• Is a tasting included? It's usually for 2. Go with whoever is deciding with you, and don't book food for 150 people without tasting it.
• Do they charge corkage if I bring my own liquor, and how much per bottle? At an event for 100 people, about 40 bottles get opened, so a small per-bottle fee becomes a whole line item. Do the math right there.
• Can I bring my own cake, or do they charge to cut it? Ask how much before you order the cake elsewhere.
• What's there for vegetarian, vegan or allergic guests? A good answer comes with specific dishes. "We'll make them something" is a red flag.

Until what time

Whether the lights come on at 1 sharp with the dance floor full depends on one clause in the contract.

• What time do I get access to set up, and what time does everything end? A setup with flowers and linens takes 3 to 4 hours. Red flag if they offer 1, because the first guest walks in with the decor half done.
• Is there a noise cutoff for music, and does it apply to live music too? In residential areas it's usually midnight or 1 AM.
• How much is each extra hour, and how late can it go? If you ask at 12:30 AM with the dance floor full, the venue sets the price.
• Does the venue provide sound, or does the DJ bring it? Confirm how many outlets there are near the dance floor and which circuit they're on. A setup with lights needs its own circuit. If it shares one with the kitchen, the lights can go out mid-dance.

Getting there

• How many parking spots are there, and are they free? Plan on 1 spot for every 2 or 3 guests, because people arrive as couples or in groups. For 150 people, that's 50 to 75. Count them on the visit. Red flag if there aren't enough and no alternative nearby.
• Is there valet or access for people with limited mobility? Think of grandparents and anyone arriving with a stroller. The path from the parking lot to the door is the first thing every guest walks.
• Where do vendors unload? Without loading access, the florist and the DJ come in with their boxes through the same door as the guests, sometimes at the same time.

The contract

Everything they tell you on the visit has to be in writing.

• How much is the deposit, and what's the payment schedule? The usual is 30% to 50% at signing, with the rest spread out until a few days before. Red flag if they ask for the full amount up front.
• What's the cancellation policy? Ask for the exact dates and the percentage refunded at each stage. No clear policy, no signature.
• What happens if the venue cancels or closes before my date? There has to be a clause that refunds everything you've paid if the venue closes, changes owners or cancels. Read it in full.
• Is the price locked, or can it go up before the event? Ask for the signed amount to be final.
• Who will be there on the day of my event, and how do I reach them? The person who shows you the venue is rarely the one there that night. Get the coordinator's name and phone number written into the contract. Red flag if they tell you "someone from the team is always around."

If there's a garden or terrace

• What's the rain plan, and does it cost anything to activate it that day? Red flag if plan B is a tent they charge for separately at the last minute.
• What time is the call made to move everything indoors? There has to be a cutoff time agreed in writing, 4 to 6 hours before, which is how long it takes to set up the alternative.
• Are there restrictions on confetti, candles, cold sparklers or pets? Better to know before you buy the sparklers.