Asking all the right questions....

For the last 3 months I have been posting reviews about all of the venues that I looked at until I found "the one". I though that in addition to posting reviews I would also post questions that I think are important to ask when you go on venue tours. When I started out touring venues I expected them just to tell me everything but as I went on more tours I realized you really have to be up front in asking the questions to get the information you want. Listed below are a few categories and some related questions that should help you get a better idea about the venue you are looking at.

The Rental Space - it is important to know as much as you can about the physical space you are going to rent and what that requires. Here are a few key questions.

1. What is the venue rental fee? What space does it include?
2. Can I have my ceremony here? Is there an additional fee?
3. How long is the rental? Does this include the ceremony time (if applicable)? Can I purchase overtime and a what rate?
4. What is the maximum number of guests you can accommodate?
5. What is the rain plan? (for either reception or ceremony)
6. Are there limitations on decorations for the space?

The Food and Booze - The food and alcohol is important and usually the biggest cost associated with your reception. There are a million different ways venues handle, or don't, the food.

1. Does your facility provide the food and alcohol? If not, are there restrictions on who can cater the event?
2. What is the price per person for all of your food packages? What is the price per person for your open bar? What are included in the menu packages?
3. Is there a price guarantee on my package pricing? Is there a maximum increase limit to the price?
4. What alcohol options do we have? Open bar, cash bar, consumption based pricing? What variations of these can be done during the rental time?
5. Is there a hard end time for alcohol service?

The General Stuff - This is the little stuff that can often slip through the cracks but is just as important to consider.

1. Are there any additional fees (taxes, admin or service fee, cake cutting fee) that will be applied to my final bill? If so, what are they? Is gratuity included?
2. Is there a day of coordinator and who will they be? What will their job be on the day of the wedding?
3. Are there overnight accommodations for guests at the venue? If not, how close by are they and at what price points?
4. Are there off season/day/time discounts? What is required to hold a date?
5. Do you plan on doing any renovations near or before the time of the wedding? Will the be completed in time or will the facility look as you see it then?
6. Are there any additional or unusual rules or guidelines we must follow during the rental? 

This is a short and general list but more complete lists can be found and the following links below.

New England Bride Function Organizer

Real Simple Magazine's Q's

Glamour Magazine's Take on Venue Q's

The Hidden Costs of Wedding Venues

One thing I learned as I looked at many different venues was that the price isn't always what it seems. Sometimes it is more expensive then what you think and sometimes you can bring the price down. Below are just some tips and things to look out for to make sure you know the real price of your venue.

What to look for:

• Taxes and Fees: This was the thing that caught me the most off guard  I would find meal and venue prices that I thought would fit our budget until up to 30% was added on top for taxes and admin fees. Most the admin fees do not include gratuity so that is an additional cost. Always make sure to ask what additional taxes and fees are applied to your bill. Sometimes alcohol has different fees than food which has different fees than the room rental. If possible try to find packages that include the taxes in the list price, which will make it easier to figure out the true cost.
• Guest/Food Mins: These sometimes aren't always clear. Many places require either guest or food minimums, especially in the prime season. The guest minimum can seem reasonable until you pair with package costs and taxes. Always be sure to clarify for your desired day and time if there are any minimums you must meet. For some places where you will be just under your guest min (usually by 10 or less) then they will allow you to count your vendors as guests to hit the min. Some places are forgiving and will allow you to be 5%-10% below the min. 
• Package Comparison: All wedding packages are not created equal. Some packages are expensive and include a lot while others are cheap but don't include the most basic things like the linens. It is important to compare apples to apples every time you compare two different venues. Some places include everything from taxes, room fee, cake and alcohol while other are an empty room and the rest is up to you. There are pluses to both but always make sure that you list out what you get with each package and then compare costs. I suggest using a spreadsheet and make a template  Fill in common things included in packages and then for each venue tick off if it is included and the final cost. 

Planning a wedding is time consuming and takes a lot of work. If you want to make sure you are getting the best deal and really know if you can afford a place then you have to put in the leg work but in the end it is totally worth it. Soon I will post about how to negotiate prices and costs at your venue. Have a great New Year and happy planning!