Choosing a wedding venue is one of the biggest decisions in wedding planning, but it’s not just about how the space looks – there are so many details couples don’t think about until it’s too late.

To help, I’ve put together 10 essential questions to ask a wedding venue before booking to make sure it’s the perfect fit.

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What dates are available, and do you offer any flexibility?

If you have a specific date in mind, check availability right away. If your schedule allows, ask which dates typically book the fastest and whether there are any exclusive or premium options for peak seasons.

What is included in the rental fee, and what additional costs should we expect?

Some venues provide tables, chairs, linens, cutlery, and decor, while others charge separately for every detail. Ask if setup and takedown are included and clarify any hidden fees. The last thing you want after your wedding is an unexpected bill for a cake cutting fee, corkage fee, or parking charges you were not aware of upfront.

Do you have vendor restrictions, or can we bring our own?

Many venues have a preferred vendor list, particularly for catering, bar services, and rentals. Some require you to use in house services, while others allow outside vendors for an additional fee. If you have a specific photographer, florist, or planner in mind, confirm whether they are allowed. Also, ask if vendors need to provide insurance or meet specific venue requirements.

Is there a private space for getting ready?

Having a designated getting ready space can make a huge difference in your wedding day experience. Ask if the venue provides a private, comfortable, and well lit area for both partners and wedding parties. The ideal space should have large windows for natural light, plenty of room to move around, and a clutter-free background for pre ceremony photos.

Photographer’s Tip: The best getting ready photos happen in spaces with natural light and neutral colored walls. If the venue’s space is dark or cluttered, consider booking a nearby hotel or Airbnb for a better experience.

If this is something you’re considering, I’ve linked a few venues in Saskatoon that offer dedicated getting ready spaces!:

The Barn at Wind’s Edge: This venue offers two distinct getting ready rooms – The Meadows Loft and The Aspen Lounge. The Meadows Loft is a bright, spacious area on the second level, equipped with salon style beauty stations, plush seating, and a private washroom. The Aspen Lounge, located on the ground floor, features leather seating, a big screen television, and a foosball table, providing a relaxed environment for the wedding party.

The Glen at Crossmount: This venue provides the Huntsman Boardroom, ideal for bridal parties. The stylish room includes a boardroom table seating 14, comfortable chairs, a washroom, and a wet bar with a mini fridge, offering a comfortable space for preparations.

The Avenue Room: Located in Saskatoon, this venue features an upper mezzanine with a fireplace and lounging area, serving as a cozy spot to relax. Additionally, there’s a private meeting room upstairs that can function as a bridal suite or a quiet retreat, ensuring privacy and comfort for the wedding party.

How accessible is the venue for all guests?

If you have elderly guests or loved ones with mobility challenges, it is important to ensure the venue is fully accessible. Ask about ramps, elevators, wheelchair accessible restrooms, and seating accommodations. If the venue has multiple levels or outdoor spaces, confirm if there are alternative routes for guests who may need them.

What are your policies on decor, setup, and cleanup?

Every venue has different rules regarding decor. Some allow hanging installations, open flames, or confetti, while others have restrictions. Ask how early vendors can arrive for setup and whether teardown is handled by the venue or if you will need to arrange for cleanup. Understanding these details will help you avoid additional fees and last minute stress.

What is the backup plan for bad weather?

For outdoor weddings, a backup plan is essential. Ask if the venue provides an indoor space or if they offer tents or covered options in case of unexpected weather. Also, confirm how quickly the transition can be made if weather conditions change on the wedding day.

How many guests can the venue accommodate?

Venues may list a maximum capacity, but that number often changes based on the event layout. A space that holds 150 guests for a cocktail reception may only accommodate 100 for a seated dinner. Ask about maximum capacity for both ceremony and reception spaces and whether there are any restrictions on seating arrangements.

It is also worth checking if the venue has a minimum guest requirement. Some locations require a certain headcount for booking, especially for all inclusive packages.

What are the best locations for wedding photos?

Every venue has unique spots that work best for photography. Ask about the most scenic areas, lighting conditions, and whether there are any restrictions on photography locations. Some venues may limit access to certain areas, so confirming this in advance will help with planning your wedding timeline.

Photographer’s Tip: Locations with clean backgrounds, natural light, and minimal distractions will result in the most timeless and flattering wedding photos. If your venue has outdoor spaces, consider scheduling golden hour portraits for the best lighting.

What are the parking and transportation options?

Parking logistics can impact both guest experience and vendor access. Ask whether the venue provides onsite parking, valet services, or designated ride share drop off areas. If parking is limited, find out if shuttles are required.

Additionally, some venues do not cover parking fees, meaning your photographer, DJ, hair/makeup artists, or catering team may pass those costs onto you in a separate bill. Clarifying this in advance can help avoid unexpected charges.

Bonus Question: How does the venue handle flipping the space between the ceremony and reception?

If the ceremony and reception are taking place at the same venue, ask how the transition is managed. Flipping a room can take anywhere from 30 minutes to two hours, depending on staffing and layout changes.

Find out if the venue provides a team to handle the flip or if you are responsible for coordinating the transition. Also, confirm where guests will go during this time. Some venues offer a separate cocktail hour space, while others require guests to wait in a different area.

I usually recommend to my clients who have their whole wedding booked at one place to use that gap time to do their family portraits and wedding party portraits!

Understanding these logistics ahead of time will help you plan your timeline and ensure a stress free experience for both you and your guests.

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Choosing the right venue is one of the most important steps in the wedding planning process. Asking these questions will help you avoid unexpected costs, ensure a smooth timeline, and create an unforgettable experience for you and your guests.

If you are still searching for the perfect venue, I have worked with many wedding locations and can help guide you toward the best options!

Ready to book a photographer who ensures your wedding day is stress free and beautifully captured? INQUIRE HERE