Wedding venue checklist

Choosing a wedding venue is one of the most important first steps in wedding planning—and, unfortunately, one of the most difficult. There are countless things to consider. With this wedding venue checklist, we want to offer you a little guidance to help you sort through both the most important questions and a few “nice-to-haves.”

In this list, we’re assuming that you’ve already narrowed down your options and now have a handful of wedding venues that suit you to choose from. These tips can then help you make your decision. Please don’t expect a venue to excel in absolutely every aspect. Instead, set your priorities—think about what’s truly important to you and where you can be flexible.

The Most Important Questions About Wedding Venues

Fundamental Questions

• Is the budget you have for rent and food enough?
• Is the venue easy to get to, and is there enough parking for your guests?
  (Some beautiful wedding venues are off the beaten path and not always accessible by car. Is there a shuttle bus, a cable car, a boat, or other means of transportation that can take you and your guests safely to the venue?)
• Would you like to decorate the venue yourselves? Unfortunately, that's not possible everywhere.
• Is there any furniture, and does it meet your expectations?
• Are there any table decorations and tableware that match your wedding theme?
• Is it possible to hold a non-religious wedding ceremony at the venue?
• Will the venue continue its regular operations as usual during your celebration?
• Will there be a contact person on site during your wedding reception?
• When planning the decorations and seating arrangements, remember to leave enough clear pathways for your wedding photographer. You don't want him to trip over vases while capturing your "I do."

Questions About Food and Cuisine

• Is food provided on site, or do you have to/can you arrange catering yourselves?
• Can you choose between a wedding buffet and a sit-down meal?
• Are there also plenty of vegetarian and vegan options?
• Is it possible to bill for the drinks at a flat rate?
• While you're at it, clarify the issue of water: Are there pitchers of tap water, or are bottled waters served at the table that you'll end up paying a high price for?
• At some venues, you can also bring your own drinks. In that case, check to see if there’s a corkage fee.
• Is there a way to keep the wedding cake cool?

Does the wedding venue suit your guest list?

• Is there enough space for your planned guest list?
  (Also consider whether all the guests will be in the same room or if you'll need to split them up.)
• Does the venue offer accommodations for you and your guests? If not, are there any nearby?
• Do you have guests who use wheelchairs? If so, is the wedding venue accessible to them?

Don't forget your little wedding guests

• Is there a playground or play area for the children so that parents can enjoy the party too?
• Are there enough children's tables and chairs?
• Is there enough space for strollers?
• Are there changing rooms and nursing areas available?

Technical Questions About Your Wedding Venue

• Is there enough space for a dance floor or a stage for a wedding DJ or wedding band?
• Is the necessary equipment available, or do the music service providers take care of that?
• How is the acoustics?
• Is there a curfew or a noise restriction after a certain time?
• How versatile is the lighting? Can it be used to create an atmospheric setting?
• Is there adequate ventilation? Can the windows be opened? Do you have control over the air conditioning?

Bonus Questions

These questions probably won't be very important to most couples, but if you just can't decide between two venues or want to avoid having minor issues on your wedding day get on your nerves—or, in the worst case, ruin your wedding photos—then it's definitely worth going through this list.

• Do the umbrellas match the wedding decor, and are they permanently installed, or can they be taken down or replaced if necessary?
• What's served at a champagne reception or agape? Not even George Clooney can look cool while munching on a grissini.
• If you're planning an outdoor wedding ceremony, check which direction the ceremony site faces. You don't want to be constantly looking into the sun during your outdoor ceremony (and the photographer will appreciate it if you don't, too).
• Where should guests offer their congratulations after the ceremony? You don’t want your guests to be stuck in an awkward spot while congratulating you. And keep in mind that the photographer also needs enough space and a clear view to capture the emotions during the congratulations. For summer weddings with outdoor ceremonies, it’s also important that guests offer their congratulations in the shade. After all, you don’t want to stand in the sun forever.
• Can you block off access to the banquet hall? Few things ruin photos of a beautifully decorated room as much as jackets that your guests use to reserve their seats, as if they were lounge chairs at an all-inclusive hotel in Mallorca. A coat check can also help solve this problem.
• Did you plan to include candles in your decorations, and if so, is that even allowed?
• Are there any other lockable rooms where you can store the gifts? There will probably be quite a bit of cash in the many envelopes, and you don't want to be in for an unpleasant surprise.
• No matter what time of year you get married, you can never be completely sure it won’t rain. So check to see if the venue can provide umbrellas. White or transparent umbrellas are best, since colorful promotional umbrellas rarely look good in wedding photos.