The venue shapes everything else: the guest count, the schedule, the decor and often the budget. Photos and brochures show the best angle on the best day. A site visit shows the rest. Bring this checklist, a notebook and, if possible, someone practical who is not afraid to ask awkward questions.

Before you go

  • Confirm the date is available, so you do not fall in love with an unavailable venue.
  • Ask for the price list and any package details in advance.
  • Visit at the time of day your event will happen, so you see the real light and noise.
  • Bring a tape measure or phone measuring app for key spaces.

Capacity and layout

  • What is the maximum capacity for a seated meal, and for a standing reception?
  • Does that number include a dance floor, stage, buffet and bar?
  • Where would the ceremony happen, and can the room be turned over for the reception?
  • Is there a separate space for the couple to prepare?
  • Are there enough restrooms for the guest count?

Access and parking

  • How will guests arrive, and is there enough parking?
  • Is the venue accessible for elderly guests and those with limited mobility?
  • Where can vendors unload, and how far is it from the setup area?
  • Are there lifts or stairs for heavy equipment?
  • Is public transport or taxi pickup nearby?

Power, sound and lighting

  • How many power outlets are there, and where are they?
  • Is the power supply enough for lighting, music and kitchen equipment?
  • Are there noise limits or a sound curfew?
  • Can you use your own sound system and DJ?
  • Is there a backup generator?

A venue with limited power can force costly generator hire, so ask early.

Kitchen, catering and alcohol

  • Does the venue have a kitchen, and may outside caterers use it?
  • Must you use an in-house caterer?
  • Are there corkage fees for bringing your own alcohol?
  • Who is responsible for alcohol licensing and responsible service?
  • Is there water, refrigeration and waste disposal?

See our wedding catering planning guide for what to ask your caterer once the venue is confirmed.

Weather and backup plans

  • For outdoor venues, what is the wet-weather plan?
  • Can a tent or covered area be arranged, and who pays?
  • Is there shade, heating or air conditioning where needed?
  • When must a weather decision be made?

Walk the backup space too. Many couples inspect the outdoor option carefully and never see the plan B.

Rules and restrictions

Ask for the full rules in writing, including:

  • Decor limits, such as no candles, confetti, nails or open flames.
  • Rules on fireworks, smoke machines or sparklers.
  • Restrictions on ritual fires or other ceremonial practices, if relevant to your tradition.
  • Photography and drone limits.
  • Approved vendor lists, and any fees for outside vendors.
  • Finishing time and the cost of overtime.

If your celebration includes a sacred fire or elaborate rituals, such as those in our Indian wedding ceremony guide, confirm in advance that the venue allows them and what safety measures apply.

Costs and what is included

Ask for a full breakdown. Common extras include:

  • Tables, chairs, linen and crockery hire.
  • Security, cleaning and staffing charges.
  • Service charge and tax.
  • Setup and teardown time.
  • Damage deposit and its refund terms.

Compare venues on total cost, not the headline hire fee.

Accommodation and logistics

  • Are rooms available on site for the couple or guests?
  • Is there a group rate at nearby hotels?
  • How late can guests stay, and how will they travel home?

Questions about the contract

  • How much is the deposit, and when is the balance due?
  • What is the cancellation and refund policy?
  • What happens if the venue cancels or double-books?
  • Is public liability insurance held, and may you see the certificate?
  • Do you need your own event insurance?

After the visit

Immediately write down your impressions and take photos of anything you want to remember, including power points and access routes. Compare venues in a simple table of price, capacity, rules and extras. Sleep on the decision before signing.

A thorough visit takes an hour or two. It can save you weeks of stress and a lot of money, and it gives you confidence that the place you choose will work as well in real life as it does in the pictures.