The venue determines many other decisions. A beautiful location is not enough: it must also support the guest experience and the practical needs of the event.
Capacity and layout
- Confirm comfortable seated capacity rather than maximum standing capacity.
- Check separate spaces for ceremony, cocktails, dinner and dancing.
- Ask whether furniture, linens, lighting and preparation rooms are included.
Weather and backup plan
- Every outdoor venue needs a complete rain and heat plan.
- The backup space should be large enough and visually acceptable.
- Confirm when the decision to move indoors must be made.
Supplier and catering rules
- Ask whether you must use preferred suppliers or may choose your own.
- Review kitchen access, corkage, bar rules and service charges.
- Confirm setup and teardown windows to avoid overtime fees.
Guest comfort
- Check parking, transport, accessibility, toilets, ventilation and lighting.
- Consider accommodation for guests travelling from another city or country.
- Visit the venue at a similar time of day to evaluate heat, noise and traffic.
Contract and total cost
- Review deposits, cancellation rules, damage deposits and payment dates.
- Ask for the complete amount including taxes, security, cleaning and overtime.
- Do not sign until every promise is written in the contract.
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