With myriad venue options available across Ireland, from historic castles to intimate city settings, things can get a little confusing when you're reading one contract after another, and if you aren't careful, some of the most important details might slip through the cracks. As you start to narrow down your search, it’s vital to have all the necessary information about your wedding venue. We have a list of 21 questions to help you along the way!
Is my preferred wedding date available?
Popular venues will be booked up to two years in advance, and peak season dates will be gone before you get a chance to say yes, so discuss your ideal date, weekends or months early in discussions. Try not to get too fixated on exact dates, as this will narrow your search dramatically and risk missing out on incredible venues, unless, of course, you are looking 3+ years in advance.
Cristina IlaoHow long will the venue hold a provisional date?
If you need to tie in with a church or registry office ceremony, you should probably pencil in two or three possible dates until you are certain that your ceremony can take place on the date that you want and that everyone is available. Most venues will hold a date until they have other interests, but some may require a deposit. Ask whether you can change your date if you have paid a deposit, and, if the deposit is non-refundable, whether you should change your mind completely.
Will we have exclusivity at the venue?
Make sure the venue’s definition of ‘exclusivity’ matches your expectations. Exclusive use of the terrace could well mean that the surrounding gardens are filled with hotel guests. A large hotel may have more than one wedding on a Saturday, and you might not wish to share. Find out how many weddings this venue accommodates in any one day, and their precise definition of exclusivity.
Rafa Cortes PhotographerHow long is the booking for?
Ask how long you can remain at the venue on the day or the weekend of your booking. Some venues require quick turnarounds for next-day weddings. Ensure you fully understand the time allocations you are paying for. When it comes to timings, it’s also worth asking about curfews, which may apply to drinks or entertainment, depending on the venue's licence. You don’t want to be disappointed mid-celebrations.
Do you have any sample menus?
Most venues will have sample menus you can look at. If this isn’t the case, and you are obliged to use the venue’s recommended suppliers, ask to discuss the type of food they produce and begin conversations to ensure you are happy with the food on offer. If you’re in love with the venue but not the menu, discuss options to go off-menu and add bespoke items before you rule them out completely.
Studio Brown via Jennifer & Conor's Tankardstown House WeddingAre outside caterers allowed?
If you would like to enlist your own caterers, ask early, and also ask about the facilities available to them. For example, the caterers you really want may require full use of a kitchen; make sure this is something the venue offers.
How many bar staff will be available?
You don’t want your guests frustrated by a massive queue that takes too long. Good wedding venues will consider your numbers and will have everything under control, but any information you can give them will help your day run more smoothly.
Rafa Cortes PhotographerCan I bring my own entertainment?
Don’t assume you can just book your favourite band; there may be stipulations, such as using the hotel’s resident DJ only. Go through your entertainment plans carefully to ensure that the venue can accommodate what you want. You need to consider the venue's physical aspects, including music, lighting, and special effects, as well as the scope of its licensing arrangements.
Studio Brown via Robyn & Sam's Cashel Palace Hotel WeddingIs there a noise limit?
Another important question, especially if you want your favourite band or a full brass band to perform, is the venue’s rules on noise limits. Due to the proximity of the resident or other premises, certain venues will have restrictions. It’s worth asking before you lose your deposit on that expensive band.
What time will we be asked to leave?
If you would like to party on through the night, make sure this is discussed with the venue. Sometimes there is a specific drink licence or entertainment cut-off time, and the premises must be cleared by a certain time. Sometimes, late licence fees can be negotiated.
Rafa Cortes PhotographerAre there any additional provisions made for children?
If your guest list includes many children, it’s worth asking whether additional provisions are available, such as an allocated room or outdoor play equipment. Some venues are really child-friendly and have thought about every eventuality, but others are the complete opposite. No matter how small the question, ask away, instead of leaving it to last-minute panic.
What provision is made for disabled people or those with limited mobility?
Discuss options for guests with a disability or elderly relatives with limited mobility. It is a legal requirement for public venues to provide disabled access, but then the natural constraints of rain and the restrictions of an old building may make this challenging, despite the legislation in place.
Lauren ScottiDo you have an on-site wedding planner or events co-ordinator?
Don’t assume every venue’s wedding planner will do the same; for example, some planners may assist with your menu choice and room layout, but will then hand over to the set-up team, and you won’t see them again. However, some planners will be there to walk you through every detail and manage every stage of your wedding day, from setup to closing the doors.
When do the staff start setting up, and can we be involved?
Some couples like to get involved and personalise some of the wedding set-up. Check out with the venue when they start setting up for the reception. If it is a hotel, it may not be until late Friday evening or early Saturday morning if the room is being used for another function.
Camera Shi PhotographyDo you have security/storage onsite?
Think about the logistics; you may want to use your own decorations. Where can they be kept safely before and after? You really don’t want to be worrying about the whereabouts of the family heirloom centrepieces on the night of your wedding.
Are there any restrictions that may apply to the building or the site?
Ask whether there are any restrictions you should be aware of. If you are in a very old or unusual property, there may be restrictions; for instance, on the use of candles or constraints on the type of decoration you can use and how they are attached if the building is listed. If you have a specific idea or theme for the reception, you should discuss this fully before paying your deposit. It may be possible to tailor your plans to fit around any building or licensing restrictions.
Emily Jayne WeddingsHow much of the building and grounds will you have access to?
Some reception venues will allow you to hire some or all of the property. For example, you may have the option to hire all or part of a manor house or small stately home. This will probably include bedrooms and other reception rooms.
Exactly what is included in the price?
Go through an itemised list of exactly what is included in the package's cost very carefully. Most venues will include tables, chairs, glasses, and crockery as standard, but some need to hire them in and will add a separate charge to your bill, so always double-check.
Tess FollettAre there any additional charges we should know about?
Once your potential venue has a good idea of what you would like, they should be able to disclose anything that may be additional. For example, some venues may have an additional charge for wedding cake cutlery. It’s also worth checking the final price includes VAT and, if you are planning a destination wedding, what currency you will need to pay in.
How much is the deposit, and when is the balance payable?
A reception venue will only confirm a booking once a deposit is paid, so you need to clearly establish all costs associated with your venue before making any payment. Ask for an itemised breakdown of all the costs.
Under the Veil via Clare & Eoin's Markree Castle WeddingHow much liability insurance does the venue have in place?
Always establish what level of liability insurance cover the venue has in place, should they need to cancel your reception due to an unforeseen event such as a flood or major power failure. You should also have your own wedding insurance, which will cover you if you cannot go ahead due to illness or accident. This is separate from the cover the venue will have and would apply in circumstances different from those that could affect the venue.