July 24th, 2018 by OYO Team

Planning your wedding can be quite painstaking, but the venue selection and that too best banquets in Delhi amongst it, is surely one of the toughest. You just can’t go wrong with your wedding venue, because if it does go awry, neither the lehenga nor your glittering smoky eyes can make up for it. To avoid any last minute hassles or disappointments, you got to be quick and swoop in at the perfect moment.

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More than any other factor—your dress, your band, your food—your reception venue sets the tone for your wedding. It’s what your guests are going to be immersed in for the next four or five hours they’re celebrating with you and is also the first thing they see after their arrival.

Yes, it’s easy to pick the venue that’s prettiest when you first walk in, but that might wind up costing you a ton in the long run. Here are some wedding questions to ask, to ensure that you land at the best possible venue.

To get you started we’ve compiled a general list of wedding venue questions that cover all the various aspects. Before talking to any venue you’re interested in there are two primary questions you need to find out:

  • Does the venue have enough seated capacity to accommodate your guest list?
  • Is your date free?

Of course, there are a lot of big and small issues that need to be ironed out with your potential venue beyond those basic questions. These questions are designed to give you a broad overview of the kinds of things you should ask in order to minimise any surprises later down the line. You can simply skip over them when you’re chatting with the venue manager as some of these will apply to you; others may not.

  • Food & Drinks

Start off with asking the venue people if they have an in-house caterer. If so, ask them if the wedding food menu and beverages are included in the venue rental fee. Ask them if you can hire your own caterer or if there is not an in-house caterer, do you have to choose from a list of approved options? Make a note of how much amount you will have to spend on the food and beverage at a minimum.

There will often be a food and beverage minimum that is required to meet as part of the contract. Almost every Venue for the wedding with in-house caterers will have that and it would be the minimum amount you ought to spend. Lastly, remember to inquire whether you can bring your own liquor or have to purchase from them? You may have to pay a service fee if you bring your own liquor so remember to be specific on that.

  • Event Specifics

It should always begin with asking the venue’s capacity. To understand which decisions will help you maximize the space and your guest list, find out how many guests you can fit in the space with and without a dance floor. Also with a band vs. with a DJ (as a band will require more space), and with round vs. rectangular or square tables, how can you effectively use the venue space to make room enough for all the guests. Ask them if you can hire your own DJ in case the venue DJ is not suitable to your tastes? Be specific on the dimensions of the dance floor and how much that would cost. Will the sound equipment and speakers need to be rented? Or do they have their own sound equipment and speakers? Don’t forget to ask them of their backup plan for rain or inclement weather.

When it comes to the wedding decorator and caterer, do they let you hire your own wedding decorator and caterer? If yes, what restrictions will be imposed on them, in terms of space usage, storage and timings? Are there any décor restrictions and also when can vendors arrive for set-up? Lastly, ask them if their staff will be involved in setting up and breaking down the décor and in what capacity! There will usually be hotel staff available in order to help arrange and set the tables and pack up any rented glassware, flatware, and dishes at the end of the night if the venue selected is a hotel.

  • Accommodation

These are an important set of questions – Is the bridal suite included in the price they are offering? Are rooms provided for the parents? Will there be discounted rates for guests at the wedding? What accommodation does the venue for wedding offer? Are there other hotels in the area for guests? Can they provide a list? Are there reliable taxi companies in the area? When is the checkout time? Can you block book rooms for guests? If so, how long can they be held for?

Ask all of these to be clear about their exact offerings and to avoid any discomfort later.

  • Logistics

Logistics is important to plan a hassle-free movement. Here, ask the venue people if the site handicap is accessible and if there are any noise restrictions. Be clear to note it down if you need to rent additional portable restrooms? Also, how many bathrooms are there? When it comes to their parking space, is there enough parking available on-site? Ask them if your guests are charged for parking. Parking is included in the rental fee sometimes but some venues charge separately. Ask how much it would cost for you to pay for your guests’ parking for the evening if there is a fee at all.

  • Mode of payment

Your entire conversation will conclude on this one and this is the most important part. Be very clear and specific here. Ask them how much deposit do you need to pay for booking? Can you make the payment in instalments? Do they prefer cheque or cash? Cheque payments are preferable since they avoid any element of fraud.

Ask them if the payment will include GST and service charges? Will there be additional costs? In case of any last moment glitch, what’s the cancellation policy? What’s the percentage of amount refundable? All these questions are an absolute must!

  • Point of Contact

Find out who will be their point person as you plan your wedding? Who will be their point of contact on your wedding day? It’s always best if these two people are one and the same, but that’s not always the case. To ensure they have all the necessary details in order, make sure you get the contact information for whoever will be at the venue on your wedding day.

  • Some Very Specific Questions

The last set of questions and all are highly important! Ask them specifically if there are any restrictions on the photographer? And if there are any additional costs-cleaning fees, insurance-fee waivers, etc.? Get it all in writing so there are no surprises. Always remember to ask them about how many weddings will be booked on your day? There should not be more than one event scheduled on your day if you’re booking a massive event space. Make sure that you’re getting the time you’ve been allotted and have paid for.

Make a note of the time you can get to the site for the set-up. Reception halls generally allow you ample time for this. But with some other kinds of venues, inquire early and often about how much time you have. Until the public hours of operation are over, they won’t permit a setup. You will face a severe time crunch, for instance, if a venue closes at 5 p.m. on a Saturday and your reception begins at 7 p.m. Lastly, ask them if a shuttle to and from the ceremony and reception be provided? To ensure that things run on time, make wedding-day transportation a no-brainer for your guests. Rent your own if the reception site does not make shuttles available.         

More Tips

  • Make sure you get a proposal with all the pricing and policies—including the tax and service charge from the venue representative—so you have an idea of the basic cost if you really love the site.
  • Use your cell phone (or a digital camera) to take photos or videos of the reception halls you visit, so that you have a record of what you liked or didn’t like about them.
  • Pay attention to the venue as a whole: Check out everything, including the restrooms, the foyer, the dressing rooms, the outdoor lighting and other wedding decorations even the kitchen. You want to be sure; your vision can be realized at this location. To visit the venue when it’s set up for a wedding, get arrangements done with the site representative.

All the above questions are not just necessary but an absolute must if you want your wedding to happen without a glitch and leave no stone unturned to make it the best day of your life…Remember, there should be some key family members who are involved in the entire process and are overseeing all the details regarding the wedding – whether it’s planning, conceptualising or execution. Keep all your options open and book well in advance so that you can enjoy the pre-wedding days to the most and glow in the impending happiness you are about to encounter….!

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About OYO Team

We’re people who love to travel and it’s a pleasure to share our experiences from around the world with you here. You’ll see our favourite destinations, quirky stays and budget stay. Also the best wedding banquet halls and the most lit party destinations. You’ll also find insightful opinions about why we travel in the first place and what it’s really like out there. Enjoy the blog and please tell us what you think - feedback welcome!