If you do a basic Google search of “the top ten questions for wedding venues”, you’re likely to find a bunch of common answers; most of which are really solid and well worth asking. You’ll probably be reminded to ask what the capacity is, if they have a rain plan, and what are the typical inclusions… However, having shot over 600 weddings at close to 100 different venues in Philadelphia, Lancaster, and the surrounding areas, I’ve often run into situations where the couple was finding out something very important for the first time on their wedding day that they didn’t love and weren’t thrilled with… and it all could have been avoided by asking some key questions beforehand.
And I get it… Sometimes venues have their hands tied by outside restrictions and things that are simply outside of their control. They’re likely not going to just forward you this info without you asking because it may dissuade you from picking them for your wedding.
I compiled this list of questions to ask wedding venues based on real situations I’ve encountered that you likely want to avoid also.
Let’s dive in.
1: Is your wedding the only wedding happening on the property that day?
I cannot tell you how many times I’ve shown up at a venue that hosts multiple weddings on the same day and was told by the staff that we’re only allowed on this half of the property because the other wedding is using the other half. Of course, when the couple was touring, they looked at the entire property and it likely didn’t dawn on them that they’d need to ask a question about whether they’d have full access. We’ve all seen the rom-coms of bridal wars and while it may be funny on the big screen, it’s absolutely no fun when it happens at your wedding. If they answer this by saying, “yours is the only one at the moment”, it’s likely an indication that they have capacity for more than one.
And to be clear, some wedding venues we work at are on such large properties and have clearly defined areas for their couples that there is never a chance overlap will happen. It’s as if you’re the only one.
On to the next question to ask wedding venues.
(2: Are there sound ordinances with the surrounding community that will restrict the band/DJ?
It doesn’t matter if your venue is downtown Philadelphia or is on a secluded farm somewhere in Lancaster, you need to ask if there are local sound ordinances your DJ or band will need to follow. Some venues are actually in residential areas and although they do their best to play nice with the neighbors, some of them resent that there are weddings close by and will complain about the slightest noises. If the venue does have noise restrictions, find out all they entail. Sometimes it’s just a matter of having the music off at a certain time, while other times, it’s keeping it below a certain decibel level the entire night. One big red flag can be if the band or DJ is required to plug in to the “house system” which is ultimately controlled by the venue.
(3: Are we allowed to use outside vendors or do we need to book from the vendor list?
If they say you can book outside vendors, make sure you ask if there are any requirements for them. Most venues allow outside vendors and only require them to be legit companies with their own insurance, but years ago, I actually had a couple book me for a wedding that was happening in Allentown, PA and after they booked their venue, and then booked us, the venue reached out and let me know that in order to shoot there for the wedding, I had to pay them 15% of the package price, volunteer my time equal to the amount of time I’d be working with the couple on their day (so 10-12 hours) and give them unrestricted free access to all of the images, including the copyright. This was 100% out of the question and unfortunately, I had to let the couple know we wouldn’t be able to work with them. On the flipside, I’ve had situations where the venue seemed to have strict guidelines about outside vendors, but when I did a little more digging and talked directly to the venue, they let me know they didn’t actually write the requirements; their attorney did… And it was modified shortly after.
The info you need will be revealed by asking the question though and seeing how they respond. Don’t assume that if there are restrictions, it’s immediately shady. There are perfectly good reasons for why venues may want to protect themselves against having non-professionals working at their facility.
Last thing on this- Some venues have a paid vendor list and others have it based on merit alone. If the venue does have a vendor list, it can be helpful to know whether it’s a paid list or based on merit alone. Just because it’s paid, it doesn’t mean those vendors aren’t solid, it’s simply helpful for you to know how and why they are on the list. FWIW, we only agree to be on vendor lists at venues that base it on merit because we want our couples knowing the reason we were referred is because of the service and value we provide, not because we paid more than someone else.
(4: Do you allow outside catering companies or is it in-house only?
Most venues are pretty clear about this and we work at both types on a regular basis. Some venues have an in-house team that exclusively serve that venue. Others allow outside caterers and will often have a few preferred options to pick from. There’s actually a third option though, and that’s when an outside caterer has exclusivity with the venue and although they also cater at other locations, all events at this venue are serviced by the same company. This is pretty common in the suburbs around Philadelphia and some of our favorite venues/caterers operate like this. Additional questions to ask center around how much control you have on the menu and whether or not ingredients can be subbed out for allergy reasons. Some caterers are a lot less flexible when it comes to allergens like gluten, shellfish, dairy, nuts, etc. Also ask if the staff that work the weddings are knowledgable about what is and is not in a dish.
I have Celiac (cannot have gluten) and I regularly am asking the catering staff if what they are serving is gluten free. It’s 50/50 on whether or not the servers know.
On to the next question to ask wedding venues.
(5: Are you allowed to have open flames?
Fake candles these days look pretty nice, but some couples would rather have the real thing. They imagine having a few long tables for their guests to sit at with hundreds of candles lining the center of the table for a beautiful ambiance. You don’t want to arrive the day of your wedding with boxes of candles only to find you cannot have an open flame. This is pretty self explanatory so just ask.
Additionally, sparkler sendoffs are very common and venues often have guidelines/rules around this. It’s worth asking about before you sign the contract.
(6: Are there restrictions on when you and your vendors can arrive/must leave?
Some venues run like a well oiled machine and some are a lot more laid back. One is not better than another. In fact, some of my favorite venues are at opposite ends of the spectrum here, but you do need to know ahead of time based on the type of wedding and experience you want to have. Knowing if you’re able to set up the night before or if you need to hire a team to do it for you the morning of the wedding will absolutely impact your wedding experience. Also, is there a fixed time you need to be packed up and off the property by to avoid a fee? Getting clarity on timing is incredibly important as it’s often the first step before crafting your timeline. Most of the time, you’ll be able to build your timeline with your photographer and wedding coordinator, but sometimes the venue’s restrictions will impact this in a major way.
On to the next question to ask wedding venues.
(7: Does the venue provide an in-house coordinator or do you need to bring your own?
This is another question that has no right or wrong answer. Favorite venues of mine are at opposite ends of the spectrum here, but you want to know this before booking the venue. If it is in-house, can you meet the planner prior to booking? Are they providing a complete planner experience, or is it just day of coordination? Be very specific with your questions so that you know exactly what you are or are not getting. One of my favorite venues, The Inn at Leola Village, has their own amazing team of planners and they’ll be a valuable resource as you plan your day, while another favorite venue of mine, Excelsior in Lancaster, has you bring your own.
There are some vendors for your wedding that you don’t need to have great rapport with, like your contact person at the furniture rental/linen company, however, when it comes to vendors you’re going to be interacting with on a regular basis, like your planner and photographer, it’s important that you vibe well with them. If your venue doesn’t have a coordinator included, don’t hesitate to reach out to us and we can share some of our favorites with you.
(8: Are there restrictions with where we can go on the property on the wedding day?
This one is so so so important to ask and echos some of the same vibes from question 1. Some venues have locations on the property that they showcase on their website that are actually off-limits to you on your wedding day. A prime example here are weddings that take place at country clubs. You may see a beautiful picture of a couple with a scenic backdrop of rolling hills, only to find out you cannot have pictures taken anywhere near the golf course because that’s a members only area. There are a few venues in my mind that are prime offenders with this and I always do my best to make sure the couple plans accordingly at those places. Just because you see a picture online of a shot taking place there doesn’t mean they allow it.
In fact, years ago, there was a venue I shot at on a regular basis that had these amazing ruins at one end of the property. I took this stunning shot of my couple with them walking across the ruins and at the time, the venue loved the shot, but it became a shot others tried to replicate and the venue because nervous about the risks of injury with it and started banning it in the future. This is totally reasonable and understood however, if you don’t ask about these types of restrictions, you may be unaware until it’s too late.
On to the next question to ask wedding venues.
(9: Ask if the staff has any ongoing training
The waitstaff and bartenders at your wedding don’t need to be professionally educated, but they do need to interact with you and your guests in a friendly and helpful way. This specific question was a late addition to this list, but I actually had an experience this past weekend at a wedding that made me want to add it. Here’s what happened: I’m shooting at a venue I really like and several times throughout the day, I was interacting with the bartender for a club soda, or one of the waitstaff about something service related and their entire demeanor was mopey and flat at best, or uninterested and rude at worst. And it wasn’t just with me. I was observing it with guests too. The food was amazing and the day was perfect all around, but anytime I saw how the staff interacted with people, it ruined the mood. This is a really hard question to ask in a vacuum, so what I’ve found to work best here is asking the salesperson at the venue if it would be possible to take with a past couple who got married there. Many venues have a few couples who are willing to connect with future couples about their experience. If you can talk to a real person who isn’t trying to sell you something, this can be a great way to get honest feedback.
(Pomme)
10: Are there any additional hidden fees you need to be aware of that aren’t in the quote?
We all hate hidden fees right? We’ve all been there where we get a price for something, only to get to checkout and it’s 20% more expensive because of shipping, handling, service fees, convenience fees, this tax or that… Many times these additional fees are totally valid, but you still want to know about them up front. Just ask. Another way to do this is asking if there is a scenario where you could get a bill after the wedding and if so, what would be the reason. If you’re like me, you value clarity, transparency, and you especially don’t like unwelcome surprises. It’s not a nuisance to ask questions or get further insight before making a decision.
(Tendenza)
I mentioned at the beginning that I’ve been around the block with wedding venues in Philadelphia, Lancaster, and the surrounding southeastern parts of PA. Most of them at quite lovely and we even created a dedicated page on our website that highlights some of our favorite wedding venues in PA. That being said, there’s often more that meets the eye when you’re considering which wedding venue to have your wedding at. Asking these questions is going to give you valuable intel to make an informed decision. Once you land the perfect venue for you, we’d love to jump on a call with you to talk more about your wedding photography experience and see if we’re a good fit to work together. Until then, have an amazing time with the venue hunting process and don’t hesitate to reach out if I can help in any way!