What Should I Ask at a Wedding Venue Site Visit? (Wedding Planner Tips for 2026)

Choosing your wedding venue is one of the biggest decisions you’ll make in the planning process — it sets the tone, defines your budget, and influences nearly every other choice from catering to décor. A venue site visit is your chance to gather all the details you need before signing a contract. As experienced wedding planners, here are the essential questions you should ask to make sure your venue is the perfect fit.

1. Availability and Capacity

Before falling in love with the space, confirm the basics.

• Is my preferred date (or season) available?

• What is the guest capacity for seated dinner vs. cocktail-style (standing) receptions?

• Are there any restrictions on minimum or maximum guest counts?

💡 Planner tip: Ask if they host multiple weddings per day — this affects setup time, privacy, and the overall flow of your event.

2. Costs, Packages, and Payment Terms

Understanding the true cost upfront avoids surprises later.

• What is included in the venue rental fee (tables, chairs, linens, projectors, dishes, etc.)?

• Are there package options or seasonal pricing differences?

• What’s the payment schedule and cancellation policy?

• Are there additional fees for setup, cleaning, or security?

• What is the insurance policy requirements?

• Are there any other fees or costs that could change to be aware of?

💰 Planner insight: Be sure to ask for a detailed breakdown of what’s included in the rental fee versus what’s considered an add-on. Many venues list a “starting price” that doesn’t include essentials like service staff, linens, or setup time — so clarifying these costs upfront helps you avoid budget surprises later.

3. Catering and Bar Services

Food and beverage minimums can make or break your budget.

• Is in-house catering required or can we bring our own?

• Is there a cake cutting fee?

• Can we customize the menu and accommodate allergies or dietary restrictions?

• What cost fluctuations should be prepared for if the event is over 6 months out?

• What bar options are available — host bar, cash bar, or corkage fees?

• How is payment collected for cash bars? Is there an ATM on-site?

🍽️ Tip: Always request a sample menu and ask if a tasting is included before booking. You may receive that money back on your booking at some establishments.

4. Timeline, Setup, and Vendor Access

Smooth logistics equal a stress-free wedding day.

• How early can vendors arrive for setup?

• What time must the event end? Are there noise restrictions?

• Can we purchase additional time for setup, take down or move the bar/music end time?

• Is there secure storage on-site for décor or rentals during the event?

Pro tip: Ask if the venue coordinator/manager will be present during the event or if another staff member will oversee everything on the day-of. How is information exchange and communication handled between staff if management is not present on the day-of?

5. Décor and Style Flexibility

Every couple’s vision is unique, so find out how much flexibility you’ll have.

• Can we hang drapery, lights, or floral installations? What are the weight restrictions?

• Are open flames, sparklers, fog machines and/or confetti allowed?

• What décor or rentals are included in-house?

• How is load-in and load-out handled and where?

✨ Planner tip: Bring inspiration photos to your tour so you can visualize your preferred setup ideas within the space.

6. Weather and Backup Plan

Especially important for outdoor weddings!

• What’s the rain or extreme weather backup plan?

• Is the indoor alternative equally sized and aesthetically pleasing?

• How late can we decide to move the ceremony indoors?

☔ Remember: Always review your venue’s rain plan as carefully as the main setup. Ask to see photos of past events that used the backup space so you can visualize how it looks and functions. A well-thought-out backup plan ensures your celebration stays beautiful and stress-free — rain or shine.

7. Accessibility and Guest Comfort

Make sure your guests feel welcome and comfortable.

• Is the venue wheelchair accessible?

• Are there ample restrooms and parking spaces?

• Is there parking fees to be aware of?

• What nearby accommodations are available for out-of-town guests?

🚗 Planner tip: Ask about overflow parking, shuttle or valet options if parking is limited.

8. Preferred and Restricted Vendors

Venues often have vendor guidelines that impact your planning flexibility.

• Do you have a preferred vendor list?

• Can I bring my own planner, catering, bar or other vendors? Is there a fee to do so?

• Are there vendor insurance or licensing requirements?

📋 Pro tip: Using trusted vendors familiar with the venue can save time and avoid logistical challenges.

9. Lighting, Sound, and Power

Technical details matter more than most couples realize.

• Is lighting adjustable for dinner vs. dancing?

• Are there sound limits or curfews?

• Is there sufficient power for a DJ or live band?

• What power limitations should we be aware of?

• Can I plug a food truck into the building?

🎧 Planner insight: Ask if you can tour the venue at night to see how lighting changes the ambiance.

10. Next Steps and Booking Details

When you’ve found “the one,” act fast.

• What’s required to secure the date?

• How long will the tentative hold last?

• When is the next open house or tasting event?

📅 Planner tip: Get all terms in writing and confirm what happens if your date or guest count changes.

Final Thoughts

A venue site visit isn’t just a walkthrough, it’s a discovery session to understand how the space fits your story, logistics, and budget. The right questions empower you to make an informed choice and ensure your wedding day runs effortlessly.

If you’re unsure where to start, bring a professional wedding planner to your site visit — we know what to look for, what to ask, and how to negotiate value that aligns with your priorities.