What to ask Your Destination Wedding Venue during the visit
Congratulations, you are engaged! You have started browsing Google, destinations, and options for your wedding. Pinterest is now your best friend :)
But more and more you investigate How to start planning a wedding abroad, more information comes to light, and you might start feeling a little overwhelmed. Especially when trying to figure out what each wedding venue includes in their package and how does it compare to the others. Planning a wedding abroad is not for the fainthearted, there is a lot to process, and you need to become an expert and a spreadsheet warrior.
Finding a great wedding venue that you love with a team you trust is a fantastic and necessary foundation for a successful wedding. This is even more important in your destination wedding.
Ideally, you would be able to travel and view the venues in person but often this is not possible. Simply because of the distance, logistics, and cost of going back and forth to another country.
Once you have narrowed it down, these are the questions to ask:
Availability and Capacity:
a. Is the venue available on your desired wedding date
b. What are the dates available in 2025, and 2026 – how far in advance is the wedding venue fully booked?
c. How many guests can the venue accommodate comfortably?
d. Are there any restrictions on the number of guests or the event duration?
e. Is there accommodation on site? If yes, for how many?
f. Is it easy to get a taxi or other transportation from and to the venue?
Cost and Packages:
a. How much is the venue hire fee, and what does include?
b. Is there one package only? Is there flexibility within the package?
c. Are there any additional fees or service charges we should be aware of?
d. Does the price include tax? (consider Brexit tax in Europe too)
e. How can we pay the deposit and is there a payment plan?
f. What is the difference in price for off-peak seasons or weekdays?
g. What are the minimum guests’ numbers?
h. What is the minimum spend? (if minimum guests’ numbers don’t apply)
i. When is the final payment due?
j. When are the final guest numbers due?
Catering and Bar Service:
a. Do you have in-house catering, or do we need to hire external caterers?
b. Is menu tasting included or can we organise one prior to the wedding?
c. How often does the menu change?
d. Can we have a bespoke menu?
e. Do you cater to vegans, vegetarians, halal, and other dietary requirements?
f. Do you have an alcohol license, and how does bar service work?
g. What time does the bar open and close?
h. What alcohol do you serve, is it just local, or is worldwide alcohol available?
i. What is included in your drinks package, and how long do you serve it?
j. Can we bring our own alcohol, and is there a corkage fee?
k. Can we bring our own alcohol for morning preparations?
l. Do you offer breakfast/brunch on the morning of the wedding when getting ready?
Logistics and Facilities:
a. What are the setup and breakdown procedures, and who handles them, and what time can our suppliers set up? What time do they clear out?
b. Is there a bridal suite or changing room available for us and our wedding party, if so what time can we use it from?
c. If there is accommodation, what time is check-in, Breakfast, and check-out?
d. Do you provide tables, chairs, linens, and other essentials, or do we need to rent them separately?
e. Is there enough parking available for guests?
f. Is it easy to get taxis at night for our guests? Or do we need to organise a coach?
Suppliers Policies:
a. Are we required to use specific suppliers, or can we invite our own?
b. Do you have a list of preferred suppliers you recommend?
c. What are the rules regarding decorations, flowers, and entertainment?
d. What time does the music stop and bar close?
e. Does the music need to be lowered at any point in the evening?
f. Do our suppliers need any insurance and PAT testing?
g. Do we need to order extra food for our suppliers?
Outdoor Space and Contingency Plans:
a. If we’re planning an outdoor ceremony or reception, what are the backup options in case of bad weather?
b. Outdoor ceremony – how private is it, are there passers-by or potential on-lookers?
c. Who will coordinate the ceremony music and walk down the aisle?
d. Is there a music system and how does it work across our wedding venues?
e. Are there any noise restrictions or curfews we should be aware of for outdoor party?
f. Is there a microphone and a speaker for speeches?
Accessibility and Accommodation:
a. Is the venue accessible for guests with mobility issues or disabilities?
b. Do you have partnerships with nearby hotels for guest accommodations? Are there any special rates available?
c. What is the transportation between the wedding venues, from the ceremony to the wedding breakfast?
d. Is it advisable to wear flat shoes?
Insurance and Liability:
a. What insurance coverage do you have for weddings and events?
b. Are we required to obtain wedding insurance, or is it included in the venue package?
c. Do our suppliers need public liability insurance and how much for?
Restrictions and Regulations:
a. Are there any restrictions on music, dancing, or other activities?
b. Do you have any specific rules regarding candles, fireworks, drones, confetti, or pets at the wedding?
References and Reviews:
a. Can you provide photos from past weddings and events?
b. Have there been any recent renovations or changes to the venue that we should know about?
c. Are there any planned renovations we should know about within the venue or nearby? Anything that can change the views, landscape, or noise?
