Key Questions Every Couple Should Ask Their Wedding Venue Before Booking

Written by Curator Kari Thirsk, owner of Wedding Day Chicago

As we embark on a new year, many newly engaged couples are diving headfirst into wedding planning and are searching for the perfect venue to host their big day. Over the past several years, I’ve had the privilege of working closely with hundreds of couples to help them plan their weddings and bring their unique visions to life and I want to share some of what I’ve learned to help make this experience a success.

As a wedding coordinator, most of my couples come to me after booking their venue. What I frequently discover is how many of them went into the process without knowing the right questions to ask. While they focus on basics like cost, capacity, and availability, they sometimes overlook other crucial details that can significantly impact their day.

To help, I’ve compiled a list of important questions to ask during your venue tours. While none of these are necessarily deal-breakers, having the answers will make your planning process smoother and help set realistic expectations for your wedding day. Here are some essential questions to add to your list:

What time do vendors have access to the venue on the wedding day?

This is one of the most critical questions to ask. Many couples assume they’ll have ample time for setup, only to be blindsided later when they discover their access is limited—or that additional hours come with extra fees.

Knowing how much setup time is allowed is especially important when booking vendors like caterers and bands, who often require significant prep time. If you’re planning a DIY wedding and relying on friends and family to set up, this detail becomes even more crucial. For example, if access begins only two hours before the ceremony, that might not leave enough time for setup or for your helpers to get ready and enjoy the event. Be sure to clarify these details early and ask about fees for adding extra time if needed. If you end up needing to add on more time to ensure the setup runs smoothly, at least you are prepared, knowing the costs involved.

Does the venue have a preferred vendor list?

Most venues have a preferred vendor list, which typically includes professionals who are familiar with the space and have a proven track record of excellent service. While these lists can be a great resource, it’s important to ask if there are any restrictions or penalties for hiring vendors who aren’t on the list.

Some venues require you to work exclusively with their preferred vendors, while others may charge additional fees or have specific requirements for outside vendors. If you’ve already found a dream vendor who isn’t on the list, this is something you’ll want to know upfront.

Is there a bridal suite on-site?

Many venues offer a designated bridal suite for the wedding party to use before the ceremony and throughout the evening. This space is often used for getting ready, storing personal belongings, a holding spot before the ceremony begins, or as a quiet retreat during the event.

Some venues offer separate suites for both partners, while others may suggest nearby accommodations, like an Airbnb, for getting ready and staying overnight. While a bridal suite isn’t necessarily a deal-breaker, it’s helpful to know what options are available to plan accordingly.

Can small décor items be dropped off at the venue before the wedding day?

Items like a card box, guest book, signage, and other small décor pieces need to make their way to the venue. If the venue doesn’t allow drop-offs in advance, you’ll need a plan for how these items will arrive on the day of the wedding. Knowing this in advance can save you a lot of last-minute stress.

Do all items need to be removed from the venue on the wedding night?

Most venues require you to remove all personal and décor items from the space at the end of the night. This can be a logistical challenge if you’re not prepared. Make sure you have a plan for packing up and transporting everything, whether it’s assigning this task to a trusted friend, hiring a coordinator, or working with the venue to arrange a solution.

Is there another event on-site on your wedding day?

If there’s another event scheduled - or the possibility of one - this is important information to consider. Multi-event venues may impact common areas like lobbies and restrooms, noise levels, shared valet or parking spaces, and even setup logistics. While most venues handle multiple events seamlessly, it’s still something you’ll want to be aware of to set expectations and plan accordingly.

Is the venue available for a rehearsal the night before?

Many couples assume they’ll have access to their venue for a rehearsal the evening before their wedding, but this isn’t always the case. Venues often host other events and may not be able to accommodate rehearsals in your specific ceremony space. Even if no events are scheduled, opening the venue and staffing it for a rehearsal may not be an option.

To avoid disappointment, be sure to ask about rehearsal availability upfront. If your venue isn’t available, you can explore alternative locations for your rehearsal or adjust your plans accordingly.

What is the parking situation like on-site?

This is important information for both your vendors and guests. In a city like Chicago, venues with convenient parking can be hard to come by. Be sure to ask about parking options, whether it’s a designated lot, discounted rates at nearby garages, valet, street parking, or other alternatives.

If valet is offered, find out how many valet attendants will be on-site. While valet can be a great convenience, having only one attendant for a guest list of 200 people can cause significant delays on your wedding day. Knowing the parking situation in advance will help you plan accordingly and communicate with your guests.

What is the rain plan?

Chicago boasts many stunning rooftop venues, but weather can be unpredictable. If you’re planning an outdoor wedding, make sure to ask about the venue’s rain plan.

This could include a backup indoor space or tenting options. It’s also important to know how this plan might affect the aesthetic you’re envisioning and whether it will impact your timeline - for example, if a post-ceremony room flip is required. Make sure to also have clarity on when you need to make the “Plan B” call. Some venues require a decision to be made the night before, some the morning of, and some give you up to shortly before your ceremony is set to begin. Make sure you know what is expected of you, should you run into this situation. Being prepared for inclement weather ensures your day runs smoothly, no matter the forecast.

How many venue visits are you allowed to have?

If you want to visit the venue with a vendor or simply do a walkthrough during the planning process, is this an option? If so, how do you go about scheduling these visits?

There may be times during the creative process when you feel the need to revisit your wedding venue, whether for logistical planning or inspiration. Be sure to ask how often and under what circumstances you are allowed access to the space before your big day. Knowing this in advance will help you plan your meetings and ensure a smooth planning process.

What are the venue’s responsibilities on the wedding day?

Does the venue provide an event manager, and if so, how long will they be on-site? What specific responsibilities will they handle on your wedding day?

In conclusion…

If you are not planning to hire a wedding coordinator, it’s important to understand what support the venue will provide. Will their team assist with managing the timeline, coordinating vendors, serving as the main point of contact, or handling setup and teardown?

Many couples assume venue managers or staff will take on all of these roles, but this is rarely the case. Be sure to clarify the venue’s responsibilities so you can decide whether hiring a wedding coordinator is necessary to fill in the gaps.

I hope this list helps guide you as you choose the perfect venue for your wedding day. Choosing where to host your wedding is a big decision, and having all the facts will make the process much smoother. Good luck with your planning, and here’s to having the best day ever!

Photography by Alana Lindenfeld Photography