Venue Visit Checklist

Don't sign a venue contract without these answers

Venues are the single biggest line in most wedding budgets, and the contract you sign at booking sets the constraints for everything else — guest count, vendors, timeline, catering, even your photo style (because lighting). Most couples sign quickly because the date is at risk; that's when surprises bite. This checklist forces you to surface every common gotcha before you commit.

How to walk a venue

1. Visit at the time of day your event will be. A church that's gorgeous at noon can be cave-dark at 4pm. Outdoor venues at golden hour look completely different at 2pm.
2. Bring both partners + one parent. Three perspectives catch more than two. The parent often asks the practical questions (parking, accessibility) that engaged couples skip.
3. Take photos and short videos of every space. You'll forget which venue had which feature within two days.
4. Ask the same questions at every venue. Comparison is the only way to spot what's actually included vs. an add-on.
5. Get every number in writing. "Around 200 guests" might mean 220 to them and 180 to you.

The clauses to read carefully

• Cancellation — most venues are non-refundable. Some allow rescheduling once, fee-free. Negotiate this.
• Force majeure / pandemic — post-COVID, most venues have explicit pandemic clauses. Check what they cover.
• Minimum spend — sometimes the "venue hire" is low but the food and beverage minimum is huge. The number that matters is the all-in minimum.
• Service fee + gratuity — 18–25% on top of food and beverage is common. Find out whether it's distributed to staff or kept by the venue.
• Overtime fees — usually $500–$1,500/hour if your reception runs past contracted finish.
• Preferred vendor list — is it suggestion or requirement? Required lists severely limit creative control.
• Cleaning fee — most venues build in a base cleaning; "exceptional cleaning" (vomit, broken glass) is on you.

Red flags

• Refusing to give you the contract before booking.
• Pressure to sign during the visit.
• Required vendors with no flexibility (kicks the cost up and your control down).
• No public liability cover (you'll need to insure the event yourself).
• Vague answers about "service charges" or "we'll work that out".
• Last-year's reviews mention rushed service, food temperature issues, or rude staff.

After the walkthrough

Within 24 hours, write a one-page summary while it's fresh: capacity numbers, all-in cost, what's included, what's not, your gut feeling. Compare that summary across venues. The right venue usually feels obvious in the comparison, even when it wasn't during the visits.