What Questions Should You Ask Wedding Venues? (Advice from a Vancouver Wedding Photographer)
Choosing your wedding venue is one of the most important decisions you'll make during the planning process. The venue sets the tone for your big day, impacts your budget, and influences your vendor choices. I’ve been a Vancouver wedding photographer for over 14 years, and during that time, I’ve had the chance to shoot at countless venues across the city and beyond. I hear a lot of questions from couples, so I’ve put together this guide to help you ask the right questions when visiting wedding venues.
In this blog post, I'll share key questions you should ask and offer insights I’ve gained as a photographer who has worked in many different venues. Whether you're planning a large celebration or an intimate gathering, these questions will help ensure your venue matches your vision and logistical needs.
What Dates Are Available?
One of the first things you’ll need to know is whether the venue is available on your preferred wedding date. Some venues book up quickly, especially in popular months like June through September, so it’s important to ask about availability right away.
If you're flexible with your date, you may have better luck finding availability, and sometimes off-season weddings (October to April) come with discounts.
Tip from a Photographer: As a wedding photographer in Vancouver, I often see couples decide on their wedding date based on the availability of their favorite venue or photographer. If you’re set on working with a specific vendor, like me, it’s worth asking early about their availability to ensure everyone is on the same page.
What Is the Venue Capacity
Understanding the venue’s capacity is essential to making sure it can comfortably accommodate your guest list. Venues come with a maximum capacity limit, and going over this limit can result in fines or logistical issues on your wedding day.
- Does the venue have space for both a ceremony and reception if needed?
- Can it hold your expected number of guests while also leaving room for a dance floor, tables, and other activities?
From My Experience: I’ve seen weddings where the space feels too cramped for the guest count, making it difficult for people to move around freely or for me to get those candid shots everyone loves. On the flip side, venues that are too large can make a small wedding feel sparse.
For more insight into what venues might work for you, visit my website: Vancouver Wedding Photographer – White Wall Weddings.
What Is the Total Cost?
When you ask about cost, make sure to request a full breakdown of all fees, including:
- Venue rental fees
- Catering (if in-house)
- Service charges and gratuities
- Setup and cleanup fees
- Taxes
Understanding the full cost up front will help you avoid surprises later on.
Pro Tip: In my years photographing weddings, I’ve noticed that some venues offer inclusive packages that cover everything from décor to catering. These all-inclusive packages can sometimes be a more affordable option compared to renting a blank space and bringing in all your vendors separately.
What Is Included in the Venue Rental?
Some venues provide essential items like tables, chairs, linens, and lighting, while others offer just the space. Be clear about what’s included so you know if you'll need to rent additional items.
Common inclusions:
- Tables, chairs, and linens
- Lighting and AV equipment
- Restrooms and changing rooms
- Parking
Are There Preferred or Exclusive Vendors?
Some venues require you to work with their preferred or exclusive vendors, such as caterers, florists, or DJs. This can simplify your planning process, but it can also be limiting if you already have vendors in mind.
From My Experience: As a wedding photographer in Vancouver, I’ve worked with both in-house vendors and independent ones. While in-house vendors can save you time and sometimes money, be sure they align with your vision and style. If you have specific vendors you love, double-check if the venue allows you to bring in outside professionals.
What Is the Venue’s Cancellation Policy?
Life happens, and it’s important to know what the venue’s policy is if you need to cancel or reschedule. Ask questions such as:
- What are the cancellation fees?
- Can you get a refund or partial refund?
- Is rescheduling an option, and what is the fee for doing so?
Having this information upfront will give you peace of mind in case anything changes.
Is There a Backup Plan for Inclement Weather?
If you’re having an outdoor wedding, a backup plan is crucial in case of rain or other bad weather. Make sure the venue has an indoor option or can provide a tent if needed.
Pro Tip: As someone who shoots a lot of outdoor weddings in Vancouver, I can tell you that weather is always unpredictable! Having a solid Plan B is essential to ensuring your day goes smoothly, rain or shine.
What Time Can We Access the Venue for Setup?
It’s important to ask when you and your vendors can access the venue to begin setting up. Some venues may allow you access the day before, while others only allow access a few hours before the event. Make sure this timeline works for your vendors and the amount of setup required.
Photographer’s Perspective: I always suggest giving yourself and your vendors enough time for setup, especially if you’re doing an elaborate décor setup. This also gives me enough time to capture some beautiful pre-wedding moments.
Are There Any Restrictions on Decorations?
Some venues have restrictions on certain types of decorations, like open flames, hanging décor, or confetti. Be sure to ask if your design plans will fit within the venue’s rules.
Pro Tip: Restrictions on lighting, especially natural light, can have a big impact on photography. If you have a specific décor style in mind, such as hanging lanterns or candles, double-check if they’re allowed.
For more advice on how to style your wedding for stunning photos, visit: Vancouver Wedding Photographer – White Wall Weddings.
What Are the Parking and Transportation Options?
Ask about parking availability for both guests and vendors. Some venues may have limited parking or charge extra for valet services, so it’s good to know the logistics upfront.
From My Experience: I’ve seen weddings where limited parking caused delays and stress for guests. If parking is limited, consider arranging for a shuttle service to transport guests from a nearby location.
Can We Visit During Another Wedding?
Visiting a venue while another wedding is happening can give you an idea of how the space looks when it's fully set up and in use. It will also help you see how the venue handles multiple events, guests, and flow.
What Is the Alcohol Policy
Some venues require you to hire licensed bartenders, while others may allow you to bring your own alcohol. Make sure to ask about corkage fees and any restrictions around serving alcohol.
Is There a Venue Coordinator
Having a venue coordinator can make your life easier on the day of the wedding. They will be the main point of contact for vendors and ensure everything runs smoothly.
Photographer’s Note: As a photographer, I always appreciate working with a venue coordinator because they can help me ensure the timeline stays on track, which means more time for you to enjoy your day and for me to capture all those important moments.
What Is the Sound and Noise Policy?
Some venues have strict noise ordinances, especially if they are located in residential areas. Make sure to ask how late your DJ or band can play, and if there are any restrictions on amplified sound.
What Are the Accommodation Options
If you’re hosting a destination wedding or have a lot of out-of-town guests, ask about on-site accommodation or nearby hotels. Some venues partner with hotels to offer discounted room rates for guests.
Are There Any Ongoing Construction or Renovations
This is a question many couples overlook, but it’s important to know if any construction or renovations will be happening at the venue around your wedding date. You don’t want scaffolding in the background of your wedding photos!
Choosing the right wedding venue is all about finding a space that fits your vision, guest count, and budget. As a photographer, I’ve worked at countless venues across Vancouver and beyond, and I can tell you that the right venue makes all the difference in setting the stage for your perfect day. By asking these important questions, you can feel confident you’re making an informed decision that will lead to a stress-free and beautiful wedding day.
If you need help planning your wedding or capturing every moment, check out more tips and inspiration on my website: Vancouver Wedding Photographer – White Wall Weddings.
Share this story
