What to Ask Your Wedding Venue Before Booking (Essential Checklist)
Wedding Venue Questions: What Should I Ask When Touring Wedding Venues?
Shopping for a wedding venue is no easy feat! This decision can dictate nearly your entire wedding vibe and atmosphere, and the building will always hold a special place in your heart. After coordinating hundreds of weddings across North Dakota, I've learned exactly which questions separate a smooth wedding day from a budget-busting, logistical nightmare.
Don't jump into plans head-first without formulating questions for your venue contact. Whether you're touring barns in Bismarck, ballrooms in Fargo, or lakeside venues in Minnesota, this checklist will help you make an informed decision.
Ready for the must-ask questions for your wedding venue?
Start with the Basics: Budget, Date, and Style
Before diving into detailed questions, make sure your wedding venue fits within your:
Budget: Get the ALL-IN price including taxes, service fees, overtime charges, and any required minimums. Pro-tip: Don’t book your venue before outlining your ENTIRE wedding budget.
Date: Is your preferred date available? What about backup dates? Is there a discount for a Friday wedding?
Style: Does the venue's aesthetic match your vision? (Rustic barn, elegant ballroom, modern industrial, outdoor garden)
Are you dreaming of a tented wedding? Read our Backyard Wedding Blog for guidance
Essential Questions to Ask Every Wedding Venue
Capacity and Space
How many people does the space comfortably accommodate?
And have they actually hosted that number before? A venue that says "fits 200" might feel cramped with 200 people, dinner tables, and a dance floor.
Do you have space for both ceremony and reception?
If so, what's the transition plan? Do guests wait elsewhere during the flip?
Is there a separate cocktail hour space?
Or will guests crowd near the ceremony site while you take photos? Will a room flip be necessary? Who handles that?
How are the acoustics?
Critical for speeches, vows, and music. Barns and warehouses can echo terribly without proper setup.
Location and Logistics
What's the distance from ceremony to reception location?
If they're separate, factor in travel time for your timeline.
Is the venue near guest hotels? Can you recommend any?
Especially important for destination weddings or out-of-town guests.
What would transportation be like for your guests?
Is parking available and sufficient?
Is a shuttle needed between hotel and venue?
Should we provide a custom Lyft/Uber code?
Are roads accessible in winter weather?
Pro-tip for North Dakota weddings: If you're getting married between November and March, ask about winter road access, parking, snow removal, and whether shuttles can navigate the property in bad weather.
What's Included vs. What Costs Extra
What kinds of services do you offer?
Don't assume everything is included! Get specifics on:
Catering: In-house only? Approved vendors list? Can you bring your own caterer? For example, the Event Center in Bismarck charges a 16% service fee if using an outside caterer.
Rentals: Tables, chairs, linens, dinnerware, glassware, microphones, sound system
Staffing: Servers, bartenders, setup/cleanup crew, day-of coordinator
Bar service: Is alcohol included or BYOB? What about bartenders?
All of these items can directly impact your budget. If your venue doesn't provide tables, tablecloths, or a sound system, that's more money out of your pocket for rentals.
Rather tour venues with someone who's been behind the scenes at hundreds of weddings? I'll join you, ask all these questions, spot red flags before you book, and help you make a confident decision. Let’s chat.
Weather Backup Plans and Seasonal Considerations
Do you have a tent for outdoor ceremonies?
Or a backup indoor plan if weather doesn't cooperate? Or what about a small 10x10 tent for the DJ should the sun be too overbearing, or it rains?
What's your backup plan in general?
Especially crucial for North Dakota and Minnesota weddings where weather is unpredictable, even in the summer. As wedding planners, we create backup plans all day, every day. If you want a confident professional trained in making game-time decisions like this and handling changes calmly, let’s chat.
Do you have a coat check for winter weddings?
Where will guests store bulky coats, boots, and scarves during your celebration?
What's your heating/cooling situation?
Barns can be sweltering in July and freezing in October. Ask about climate control.
Getting Ready and Guest Comfort
Is there a dressing room or bridal suite?
Space to store belongings, get ready before the ceremony, or change during reception? Does this lock at any point? Is there a mother’s room for added guest convenience?
Are facilities ADA-compliant?
Accessible entrances, restrooms, and pathways for disabled or elderly guests?
Do you have ample restrooms for our guest count?
Rule of thumb: 1 restroom per 50 guests minimum. Porta-potties might be needed for outdoor venues.
Are there on-site hotel rooms?
To minimize transportation, secure a room block, or potentially rent out the entire property?
Power, Lighting, and Technical Details
Is there sufficient power for DJ equipment, lighting, catering equipment?
Do you need a generator for outdoor receptions?
How is the lighting if it's an outdoor dance? Will you need to rent string lights or uplighting?
Is there a sound curfew or noise ordinance? For example Co Studio in Bismarck requires a 10pm end time.
What time must music end?
Timing and Setup
How many hours does our rental cover?
And what's the overtime charge? (This can add up fast—often $200-500/hour)
What time can my vendors begin setting up?
Day of? Day before? This matters for florists, caterers, and rental companies.
When can we decorate?
And do you allow rearranging furniture/tables? Does the venue set up tables and chairs? Table cloths? Who is decorating while you’re getting ready?
How many weddings do you allow within a day?
If there's another wedding before or after yours, what's the buffer time? Will you feel rushed?
What time do we need to have everything cleared out?
Who's responsible for breakdown and cleanup?
Feeling overwhelmed by all these questions? Many couples prefer touring venues with a wedding planner who knows exactly what to ask, what red flags to watch for, and how to negotiate on your behalf. You can focus on envisioning your celebration while we handle the logistics
Restrictions and Rules (The Deal-Breakers)
What kinds of restrictions do you have?
Alcohol:
Do you have a liquor license?
Can hard alcohol be on the premises?
Can we bring our own wine, beer, and spirits?
Can we have a "red eye room" (morning-after gathering with bloody marys)?
Can ushers pour beer or must you use licensed bartenders?
Décor:
Can we use candles? (Real flames or only LED?)
Is confetti allowed? (Cleanup concerns)
Are there restrictions on hanging decorations, nails, or tape?
Vendors:
Can we hire outside vendors or must we use your preferred/required list?
Are there vendor fees for outside caterers, photographers, or coordinators?
Other:
Do you allow sparkler exits or fireworks?
Are pets allowed? (For dog-loving couples)
What are your policies on smoking?
Financial Details
What's your deposit, cancellation, and refund policy?
What happens if you need to postpone or cancel? (We all learned this lesson in 2020!)
When are payments due?
Typically: deposit at booking, second payment 6 months out, final payment 2-4 weeks before
What's included in the quoted price?
Service fees?
Gratuity?
Taxes?
Setup/cleanup?
Linens and place settings?
Are there any hidden fees?
Cake cutting fee?
Corking fee for BYOB wine?
Vendor meal charges?
Overtime charges?
As a wedding planner, I've seen all the hidden fees venues don't mention upfront. I help couples negotiate contracts and catch charges that would surprise you later. We plan weddings in North Dakota and beyond, and can’t wait to bring your wedding to life.
The Question That Saves You Money
Is there a floor plan or example layout of the venue?
This helps your planner or rental company visualize table arrangements and determine exactly what you need to rent. It can save you hundreds by preventing over-ordering tables, chairs, or linens.
Want help creating a custom 3D floor plan of your wedding? We offer this in our partial and full planning services to bring your vision to life!
Red Flags to Watch For
Vague answers about what's included
Requiring you to use ONLY their preferred vendors (limits your options)
No clear weather backup plan for outdoor venues
Unwilling to provide a detailed contract
Pushing you to book immediately without time to compare
Significantly cheaper than comparable venues (what are they cutting?)
Questions Specific to North Dakota & Minnesota Weddings
For rural or lakeside venues:
Is the road accessible year-round?
How far is the nearest gas station or hospital?
What's cell phone reception like? (Important for vendors coordinating)
Are there mosquito or bug issues during certain months?
For winter weddings:
How do you handle snow removal?
Is the parking lot heated/plowed?
Are walkways salted and safe?
What happens if there's a blizzard on my wedding date?
For outdoor venues:
What's the mosquito situation in June/July?
How windy does it typically get? (North Dakota can be VERY windy!)
Is there shade for guests during summer ceremonies?
Don't Forget to Ask Yourself
After touring, ask:
Can we realistically see ourselves getting married here?
Does it feel like "us"?
Did the venue coordinator seem organized and responsive? If not, you will waste hours on follow ups and potentially asking the same question several times.
Can our guests comfortably celebrate here?
Does the location work for our vision and budget?
Why These Questions Matter
WHEW, that's a list! But here's why every single question matters: each answer directly impacts your budget and your wedding day experience.
I don't want you to have any surprises throughout your wedding journey, so thinking ahead is my jam. When you know exactly what's included and what you'll need to source separately, you can:
Budget accurately from the start
Avoid last-minute rental scrambles
Prevent day-of logistical disasters
Ensure your guests are comfortable
Protect yourself contractually
The right venue will answer all these questions transparently and enthusiastically. If a venue seems annoyed by your questions or gives vague answers, that's a red flag.
Bring this checklist while venue shopping
Take this checklist to every venue tour and document each venue's answers so you can make an informed comparison. You'll know you've found your venue when you feel completely confident in what's included, the space feels like 'you,' and you trust their team to deliver. Trust your gut—the right venue is absolutely worth the investment!
Need help evaluating venues or want someone to tour with you who knows what red flags to look for? Let's talk. As a North Dakota wedding planner, I've worked with venues across the region and can help you choose a location that fits your vision, budget, and guest needs—without any surprises. 💫
Happy venue hunting!
xo, megan
Behind the Scenes Events specializes in luxury wedding planning and coordination for couples who want to be guests at their own weddings. After coordinating hundreds of weddings, we know what busy couples need: expert guidance, stress-free planning, and seamless execution.
Serving North Dakota & Beyond Since 2019