Ask these 8 questions when viewing a wedding venue and you'll know what you're really hiring

When you view a wedding venue, the right questions will show you what you're actually hiring and what still needs sorting. Central Square brings together the questions that uncover the real costs, any restrictions on your plans, and how much time you get to set up and clear away. Ask them during the viewing and you leave with the facts you need to compare venues and make a decision.

Start with what the hire fee covers

The advertised price rarely tells the whole story. Ask exactly what sits inside the hire fee before you look at anything else. Some venues give you the room, furniture and basic lighting; others include staff, a sound system or kitchen access. Knowing the baseline helps you work out what you'll be paying for separately.

Write down what is included while the venue manager is talking. Check whether tables, chairs, linens, glassware and crockery form part of the package or cost extra. If the venue mentions setup or clearing, ask whether that means their staff will do it or whether you simply get time to do it yourself.

Clarify what "exclusive use" means here

Exclusive use sounds straightforward until you discover another event running in a different part of the building. Ask whether you have the whole venue or just certain rooms, and whether other bookings might overlap with yours. Find out if you share the entrance, toilets or car park with anyone else on the day.

Ask about minimum numbers and deposits

Many venues set a minimum guest count, particularly for weekend bookings. If your list falls short of that number, you may still pay for the larger capacity. Ask what happens if your final headcount is lower than the minimum – some venues charge the difference, others let you rebook to a quieter day.

The deposit usually sits between a quarter and half of the total hire fee. Ask when it is due, whether it is refundable if you cancel, and what the payment schedule looks like for the rest. Check if the deposit is deducted from your final bill or held separately as security against damage.

Find out the real cost of catering and drinks

Some venues insist you use their in-house caterer; others let you bring your own but charge a fee for the privilege. Ask whether catering is compulsory, what the price per head includes, and if there are tasting sessions before you commit. If you want to bring an outside caterer, ask what that costs and whether the kitchen is available for them to work in.

Alcohol rules vary widely. Ask if the venue holds a licence, whether you can supply your own drinks, and what corkage fees apply if you do. Corkage is the charge per bottle for drinks you bring yourself. Some venues waive it if you buy wine through them; others set a flat rate regardless. Find out if there are restrictions on what you can serve – a few venues ban spirits or limit drinks to certain areas.

Check how long you can actually use the space

Hire times shape your whole day. Ask what time you can start setting up, when guests must leave, and whether the venue charges extra if you run over. Some venues give you access the night before; others open the doors an hour before your ceremony and expect you out by midnight.

Setup and clearing time often gets squeezed. Ask how long you have to decorate before guests arrive and how long after the last dance to pack up. If you're hiring a band or DJ, check their equipment fits within the same window – a sound limiter that cuts power at a set time will end your evening whether you're ready or not.

Understand the curfew and what triggers it

A curfew is the time when music and noise must stop, usually set by the venue's licence or the neighbours. Ask what the curfew is, whether it applies to all sound or just amplified music, and what happens if you go over. Some venues build in a buffer; others call time exactly on the hour and will not extend it.

Ask what restrictions apply to decoration and entertainment

Venues protect their spaces with rules about what you can and cannot do. Ask whether you can use candles, confetti, smoke machines or pyrotechnics before you plan around them. Check if you need to cover floors for dancing, whether you can hang decorations from the walls or ceiling, and what happens if something gets damaged.

Entertainment needs space and power. If you want a band, ask where they set up, how much room they need, and whether the venue has enough sockets and the right kind of power supply. Some listed buildings limit noise levels with a sound limiter that cuts the music if it gets too loud – ask if one is fitted and at what level it is set. For more on how these systems work and what they mean for your plans, read our guide to venue sound rules.

Work out what facilities you and your guests can use

Basic facilities matter more than most couples expect. Ask how many toilets there are, whether any are accessible, and if they are inside the hired space or shared with other parts of the building. Check if there is somewhere for the wedding party to change, a separate room for children, and whether any outdoor space is included.

Parking shapes your guests' arrival. Ask how many spaces are available, whether parking is free, and if there are restrictions on when cars must be moved. If the venue has limited parking, find out where the nearest public car park is and whether the venue provides directions. Check if the entrance and main rooms are step-free and whether wheelchair users can reach all the facilities.

1. Visit at the same time of day as your event. Light, noise from nearby roads and how the space feels all change between morning and evening.
2. Bring a list of your guest count, ceremony and reception timings, and catering preferences. The venue can give you accurate answers instead of general ones.
3. Ask to see the contract before you leave. Reading it on the day helps you clarify anything unclear while the manager is in front of you.
4. Take photos of the rooms, the entrance and the car park. You will forget details once you have viewed several venues, and pictures help you compare later.

Clarify insurance and liability before you book

Ask what insurance the venue holds and what you need to arrange yourself. Most venues cover the building and their own equipment, but your decorations, gifts and personal belongings usually sit outside that. Some venues require you to take out public liability insurance, particularly if you are bringing outside suppliers or serving alcohol.

Damage liability clauses vary. Ask what you are responsible for if something breaks, whether your deposit covers minor damage, and at what point you would need to pay more. Check if the venue charges for deep cleaning after the event and whether that is included in the hire fee or added afterwards.

Read the cancellation terms carefully

Life changes plans. Ask how much notice you need to give to cancel, what portion of your deposit you lose, and whether you can move the booking to another date instead. Some venues let you transfer your booking once without penalty; others treat a date change as a cancellation and rebooking. If the venue cancels on you, ask what compensation or alternative dates they offer.

Find out what happens on the day itself

Ask whether a venue coordinator will be there throughout your event, or if you only get someone to unlock the doors and hand over the keys. A coordinator can adjust heating, deal with suppliers and handle problems as they come up. If the venue does not provide one, you will need a friend or a hired planner to take on that role.

Check how the venue handles emergencies. Ask where the first-aid kit is kept, whether any staff are trained, and what the procedure is if someone needs help. Find out if there are backup plans for power cuts or heating failures, particularly if you are marrying in winter or in an older building.

Choosing the right space depends on more than how it looks in the brochure. If you are weighing up different kinds of venue, start with our guide to spaces for smaller gatherings, or read about dry hire and what it means for your planning.

Download PDF: Wedding venue viewing checklist PDF, 29 KB