Choosing a wedding venue is one of the most important tasks on any bridal couple’s to-do list. It’s a crucial element of wedding planning, as it influences the style, atmosphere, and comfort of the wedding.
Sadly, finding the right place can be a challenging task, so we’ve prepared a short list of questions to ask the wedding venue. The answers to these questions will help you make the right decision and find the perfect place to host the celebration of your dreams.
What to Ask When Choosing a Wedding Venue?
#1 Is The Venue Available on the Designated Date?
Every conversation about organizing a wedding begins with determining if the venue you are interested in is available on your desired date. Remember that booking a wedding venue at the last minute, especially if you have a specific date in mind, isn’t only difficult but downright impossible—popular hotels and venues often have bookings planned for many months in advance.
It’s best to start searching as early as possible and always ask about availability on the designated date before you proceed!
#2 How Much Does It Cost to Rent the Wedding Venue and What is Included in the Price?
Financing a wedding is quite expensive, and a large part of that is due to the costs associated with the venue. You must get comprehensive information on the cost of renting the wedding venue, which can vary significantly depending on the location, size of the venue, offered amenities, and demand.
You should also find out what that price includes precisely. Does it cover just the wedding venue? Are decorations, sound system, waiter service, and wedding menu included, or do these come with additional fees? These are important details that will help you plan your budget and prepare for any additional wedding costs that may be needed.
#3 What is the Maximum Number of Wedding Guests?
Another crucial issue is the maximum number of guests. Not only do you need to make sure that the venue can properly accommodate all the guests, but the capacity of the wedding venue can affect table arrangements, the amount of dance floor space, as well as the comfort and safety of the reception participants.
A venue that’s too small can make guests feel uncomfortable, while one that’s too large can feel empty. Before booking a wedding venue, consider how many people you want to invite and choose an appropriate venue based on that number. It’s also worth asking about the deadline for providing the final guest count, which is necessary for the venue to prepare proper menus and services!
#4 What Does the Offered Menu Include?
The wedding menu is a key element of the event. There are a few key questions you need to ask of the venue to see if their menu is suitable for your wedding:
- How much do items on the menu cost? How does that fit within your budget?
- Does the kitchen offer menu options for different diets, such as vegetarian, vegan, or gluten-free?
- Is there a country table, sweet table, or bar available?
- Can you make adjustments to the menu?
- Does the venue organize the wedding cake, or do we need to bring our own?
- Does the venue offer taste tasting before the wedding?
- Is leftover food given to the newlyweds? Should we bring our containers?
#5 What Are the Table Settings and Venue Decorations Like?
Brides-to-be often dream about their wedding day well in advance, and they have a very concrete idea of the atmosphere, decorations, and interior design of their wedding venue.
You need to make sure the wedding venue can accommodate your ideas if you want the perfect wedding. Here are some questions to ask:
- Does the venue offer a standard wedding decor, or can we personalize the decorations?
- What are the table arrangement options? How much freedom do you have to rearrange the tables?
- Does the venue provide flowers, candles, and other decorations?
- Is it possible to rent additional decor elements?
- Does the venue offer professional equipment, such as sound and lighting, to adjust the atmosphere?
#6 Are There Any Additional Services, Amenities, or Attractions Available?
Though additional attractions or amenities aren’t core to whether you should choose a venue or not, nevertheless, they are still an important consideration that should influence your decision if all else are equal. Additional attractions and services can greatly impact the comfort of guests during the wedding. Does the venue provide a play area for children or the possibility of hiring entertainers? Does it allow organizing a fireworks show or renting a photo booth?
If you know that at least some of your guests will need to travel great distances to attend, it’s worth checking if the venue offers accommodation. This is especially important if you are planning on hosting a luxury wedding in a remote area!
Another thing to inquire about before booking the venue is technical matters. Does the venue provide an additional power source in case of a technical failure? This information will help you organize a wedding that meets your expectations and ensures all your guests are comfortable!
What to Pay Attention to When Signing a Wedding Venue Contract?
Renting a wedding venue involves signing a contract—this is the best way to ensure that all initial arrangements are in place and the date is reserved. This is a very important step, since there’s usually no opt-out clause or if there is, it comes with a substantial financial penalty.
Before signing the contract, carefully check the information it contains, including:
- What is the Deposit Amount for the Wedding Venue? When booking a wedding venue, a deposit is usually required. The contract should specify the deposit amount, payment deadline, and refund conditions in case of cancellation.
- Is the Exact Wedding Date Specified? Specifying the exact date and time of the wedding reception in the contract is important to avoid misunderstandings related to the availability of the chosen venue.
- What is the Payment Deadline? The total cost and the date and form of payment should be indicated in the contract. This way, the venue owner can secure against last-minute cancellations, and the client can avoid unforeseen additional costs.
- Does the Contract Specify the Scope of Services? All arrangements must be written in the contract. This ensures clarity on what services are included in the price—don’t assume all wedding venues offer the same.
- Does the Contract Specify Penalties and Compensation Conditions for Damages? Check the clauses about penalties in case of possible damage to the venue by the client or non-compliance with contract terms by either party, such as whether you can expect a refund if the wedding venue does not provide all paid services.
- How Long is the Hotel Day and How Long Can the Wedding Reception Last? The exact availability of the venue is crucial for planning the wedding schedule—check not only when you can arrive at the venue but also how long the reception can last. If the venue offers guest accommodation, ensure the hotel day timings are clear.
- Are There Additional Fees in the Contract? Wedding venues may charge fees, for instance, for exceeding the reception time. Make sure these are included in the contract to avoid unpleasant surprises and extra expenses.
Organize Your Wedding at Hotel Verte!
Looking to organize a wedding in Warsaw? Hotel Verte is a five-star hotel in the city centre, offering ideal conditions for hosting unforgettable events. With multiple halls and venues that come in different sizes and styles, the hotel is ideal for hosting both small, intimate weddings and large weddings with a lengthy guest list and intimate receptions for close family and friends—such as the 420 m² “Warszawa” wedding hall, a glass pavilion, and the hotel garden.
We provide beautiful interiors, exquisite menus, elegant decor, comfortable rooms, and the highest quality service, with the ability to tailor reception details to the couple’s wishes.
Located in a renovated palace in the heart of historic Warsaw, Verte guarantees a unique atmosphere and an excellent backdrop for photos that will become cherished memories for a lifetime. We encourage you to contact us to discuss the available options and we’ll make sure to organize an unforgettable wedding for you, your bride, and your guests!
