The Ultimate Venue Consultation Guide

Best Questions to Ask Your Venue

Planning an event is an exciting journey, but finding the perfect venue and bringing your vision to life requires careful planning. Whether you’re hosting a wedding, corporate event, or special celebration, asking the right questions during your consultation will set the stage for a flawless experience. Here’s a guide to help you plan like a pro!

1: Define Your Event Vision

Before diving into the details, start with the big picture:

• What’s the event type and date?

• How many guests are you expecting?

• What’s the overall style or vibe you’re envisioning? (Romantic, modern, rustic, etc.)

• Any must-have colors or themes?

2: Venue Must-Haves

Your venue sets the tone for your event, so consider:

• Location preferences (Local or not, destination, city, waterfront?)

• Indoor, outdoor, or a mix of both?

• Guest capacity and layout needs

• Inclusions like catering, rentals, and AV setup

• Restrictions (curfews, vendor requirements, décor rules)

Pro Tip: When asking about guest capacity, always clarify if the number includes space for a dance floor, not just dining tables. Some venues quote max capacity without factoring in dance or lounge space, which can really impact your layout!

3: Stationery & Signage

When scouting venues, it’s important to find out what event stationery they include or provide:

• Do they offer escort cards or place cards?

• Are table numbers provided, and can they be customized?

• Does the venue supply bar signs or printed menus?

• Are welcome signs, seating charts, or other day-of signage included or available to rent?

Knowing what the venue provides helps you avoid unexpected rental or design costs and ensures their style aligns with your event vision. And maybe they don't provide these items, and that's ok, just make sure you clearly understand what you’ll need to arrange separately so there are no surprises.

4: Entertainment & Music

Set the mood with the right entertainment:

• Check the venue’s layout: Is there enough space for a live band?

• If yes, how large of a band can fit comfortably?

• If a band won’t fit but a DJ suits your style, ask:

  • Where does the venue typically have DJs set up?

  • Are there convenient electrical outlets and plug-ins?

• Does the venue provide cocktail or overhead background music?

• Is there an option to plug in your own device for music (especially for non-wedding events)?

• Is there ample, well-designed space for dancing?

• Are there any sound or noise restrictions to keep in mind?

5: Rentals, Décor & Lighting

When it comes to rentals, décor, and lighting, every venue has its own rules — and knowing them upfront can save you headaches later. Here’s what to ask:

• Candles & Lighting:

• Does the venue allow real candles?

  • If yes, are glass-enclosed candles required?

• Are there any historic or fire safety restrictions?

• Does the venue have built-in uplighting? If yes, is there an extra fee?

• Can your own entertainment or lighting vendor add uplighting, or are there restrictions?

Pro Tip: If your vendor provides sparklers some venues ask for a fire permit make sure to ask!

• Furniture Rentals & Layout:

  • Does the venue provide tables, chairs, and linens, or do you need to rent these?

  • Can you mix table shapes like rounds and rectangles?

  • How many guests does the venue typically seat per table? (Some venues try to squeeze in more guests—consider your guests’ comfort.)

• Décor Restrictions:

  • Are there limits on hanging decorations, open flames, confetti, or adhesives?

  • Does the venue provide a décor guideline or checklist?

    
    

Asking these questions early helps you plan better and avoid surprises!

6: Floral & Design Details

Floral design is where a lot of your event’s personality comes through—but the venue can seriously impact how much you’ll need to spend. Ask yourself:

• Do you feel like you’d need to “cover up” a lot of the venue to make it feel like your aesthetic?

  • If you’re saving on the venue cost but end up needing extra florals, draping, or design details just to “fix” the space—it might not be the right fit.

• On the flip side:

  • Is the venue already stunning, with minimal decorating needed? That’s great—but is it so large that your floral budget would fall flat and make the space feel too empty or sparse without big arrangements or tall centerpieces?

• Ask if the venue includes centerpieces:

  • Yes, really—some venues include basic centerpieces!

  • Ask what they look like (photos, please!)

  • Are they used on repeat at every event, or can you customize them a bit?

  • Do they also provide ceremony florals? (Usually, the answer is no—especially if they offer reception centerpieces.)

Pro Tip: Country Clubs are more likely to include these “perks.”

• End-of-night flower policies:

  • Does the venue charge your florist to dispose of leftover florals?

  • Are florists required to remove all floral waste themselves?

  • Will staff help remove flowers from vases so guests can take arrangements home?

• Setup support:

  • Will the venue team help set up your personal décor items—like signage, guest book, card box, etc.?

  • Many venues are now offering limited setup assistance—be sure to ask!

7: Final Touches & Guest Experience

The experience your guests (and you!) have moving through a venue matters just as much as how it looks. These are the details that make a big difference on the day of:

• Getting Ready Spaces:

  • Is there a private suite or lounge for the couple or VIPs to get ready?

  • Are there secure, comfortable spaces to store personal items during the event?

• Quiet or Private Rooms:

  • Does the venue have a designated quiet room or lounge for special-needs guests or anyone who might need a break from noise and stimulation?

• Ease of Movement:

  • If the venue is large or spread out (like many country clubs), do they provide a golf cart or shuttle for guests who may have trouble walking long distances?

• Historic or Multi-Level Venues:

  • Do the elevators work reliably and move quickly between floors?

  • If not, are there alternate routes that are accessible for guests with mobility needs or for quick transitions during the event?

    
    

    This is one of the most overlooked topics—until it becomes a disaster. Don’t assume every venue has a plan in place if something goes wrong. Ask about:

• Backup Power:

  • Does the venue have a generator in case the electricity goes out?

  • What areas of the venue are covered by the generator—just emergency lighting, or AV and kitchen too?

• Weather Plan (if outdoor or partially outdoor):

  • What happens in case of rain, storms, or high winds?

  • Are tents, indoor backups, or heating/cooling options available?

Real Talk: I once did a wedding at a country club where the power went out for nearly an hour—no lights, no music, and nothing to do. It was a total vibe-killer and completely avoidable if they had a backup generator.

These small comforts and access considerations can make your day smoother for everyone—from the wedding party to your oldest guest.

By covering these key areas in your consultation, you’ll ensure a seamless event planning process that aligns with your vision. Ready to bring your dream event to life? Let’s make it happen!