What To Know Before Signing Your Venue Contract

Choosing your wedding venue is one of the most exciting (and biggest!) decisions you’ll make in your planning journey. It sets the stage for your entire day and often takes up a large chunk of your wedding budget. But before you pop the champagne and sign on the dotted line, it’s important to slow down and make sure you understand exactly what you’re committing to.

Here are the key things you should always check before signing a venue contract:

What’s Included in the Rental Fee

Venues can vary widely in what they offer. Some are all inclusive with tables, chairs, linens, and even décor options, while others are truly a blank slate. Make sure you know what’s included in your package and what you’ll need to rent or bring in yourself.

Timing and Access to the Space

Ask about when you and your vendors can access the space for setup and teardown. Do you get the venue for the entire day, or just a few hours? Knowing the timing helps you avoid surprise fees or stressful scheduling issues on your wedding day.

Food and Beverage Policies

Does the venue have it’s own catering, or can you bring in your own caterer? Are there minimum food and beverage spends? These details can have a big impact on your budget and flexibility.

Restrictions and Rules

Every venue will have its own policies from noise restrictions, décor rules, candle limitations (real vs fake flames), and to guidelines on amplified music. Be sure you’re comfortable with these before you book.

Preferred Vendor Requirements

Some venues require you to work with their preferred vendor list for catering, rentals, or even planning. Others allow full flexibility. Double check what’s required so you don’t fall in love with a vendor who can’t work at your chosen space.

Guest Count Capacity

Your dream venue might be beautiful, but will it fit all of your guests comfortably? Confirm both seated dinner capacity and maximum standing capacity (for cocktails or dancing) so you don’t run into space issues later.

Parking and Accessibility

Think about your guests’ experience. Is there parking on site or nearby? Does the venue provide shuttles? And don’t forget accessibility; make sure the space works for elderly guests, parents with strollers, or anyone with mobility needs.

Weather Backup Options

If you’re planning an outdoor ceremony or reception, ask about rain plans or backup spaces. You’ll want peace of mind knowing your day can go on beautifully, no matter the forecast.

Payment Schedule and Cancellation Policies

Review the fine print around deposits, payment deadlines, and cancellation policies. Life happens, and it’s always better to know upfront how flexible (or strict) a venue may be.

Insurance Requirements

Some venues require you to provide event liability insurance. This is an extra cost, but also a safeguard for you, so make sure you know what’s expected.

 

 

Your venue contract is more than just a formality, it’s the main foundation of your wedding day. Taking the time to ask questions now can save you stress, surprise expenses, and headaches later. And if reading through contracts feels overwhelming, don’t worry, that’s exactly what we’re here for. As your planning team, we review every detail and advocate for you, so you can sign with confidence and get back to the fun parts of wedding planning.

 

Photos by Carissa Marie Photography, Your Black and White