​Your Complete Wedding Venue Checklist

Here at CaterHire.ie, we understand that planning a wedding can be as overwhelming as it is magical, with tasks seeming endless. One of the most important bookings you’ll make during your wedding planning is your venue, as this is where the majority of the day and night will take place.

With this in mind, finding the perfect venue can seem daunting, which is why we’ve compiled this helpful checklist to help you find “the one!”. Simply print out this checklist to consult when viewing potential options.

Cost & Budget

Cost will be a vital factor for many couples when choosing a wedding venue. Finding out the cost upfront is advised. Some questions we recommend asking are:

• Is there a cost per head?
• What does the base fee include? e.g. will the venue be furnished for this price?
• Is there a minimum guest count for this price?
• What is the deposit amount and when is this due?
• Is the deposit refundable?
• Are seasonal discounts available?

Capacity and Availability

Arguably one of the most important questions to ask is about the venue’s availability and capacity.

• What is the venue’s capacity?

You don’t want to find your dream venue and discover that they cannot accommodate your expected number of guests. We recommend firstly ruling out any venues that aren’t suitable (e.g. venues that can accommodate a max of 100 guests but you have invited 200, etc) first.

• Is the date available?

Likewise, you don’t want to fall in love with the perfect venue and discover that they’re already booked for your wedding date! We recommend only viewing venues that are available for your wedding date in order to avoid disappointment.

Venue Details

• What is included in the price?

This will clarify the services offered by the venue. This is vital for managing your budget. Some venues, such as hotels, typically include items such as tables, chairs, linens, and basic décor. Other venues will not, so you may need to factor in extra costs.

If you need to hire furniture for your wedding, we at CaterHire.ie offer a wide range of choices. Choosing the right chairs for your ceremony and banquet is vital for both comfort and aesthetics. We hire elegant and comfortable ceremony chair options for your guests during your ceremony, and a variety of stylish banquet chairs suitable for your reception.

We also hire an extensive range of tableware, the perfect finish touch to the dining experience. Choose from a variety of crockery, cutlery and glassware.

• Where will the ceremony/drinks reception and meal take place?

Knowing where and when each part of your wedding will take place will help you (and your wedding planner if applicable) to execute your vision.

Is it possible to set up a marquee on the grounds? What is the maximum number of guests it can accommodate?

Décor

• Can you bring your own décor?

There may be items which you wish to hire or buy to display in the venue, from dancefloors to post boxes for your cards. It’s important to check with your venue to determine if they will permit this, and the times that your suppliers can set up and collect.

• Is confetti allowed?
• Are fireworks/sparklers permitted?

Services and Facilities

• Is in-house catering provided?

Check if your desired venue provides catering services or if you’ll need to hire an external vendor.

• Can you hire food trucks to serve on the premises?
• If catering is included, what does this include?
• Will an evening buffet also be provided?
• Can the venue accommodate dietary restrictions and preferences?
• Can you supply your own wine? Is corkage charged?
• When are last orders for alcohol?
• Are complimentary meals and wine tastings provided? What is the maximum number of attendees allowed?
• What is the per person allocation of wine, champagne, tea, and coffee?
• What are the available wine options and the associated costs for upgrades?

Logistics

• How many weddings are hosted at the venue per day?
• Is the venue accessible for people with disabilities?
• Does the price cover the bridal suite? Are there free rooms for the parents or wedding party members?
• What types of accommodation does the venue offer, and are there any special rates for wedding guests?
• Are there nearby B&Bs or hotels for guests? Can you supply a list of recommendations?
• Are there dependable taxi services in the vicinity?
• What is the check-out time?
• Is there a curfew/loud music cut off time?
• Is it possible to reserve rooms in bulk for guests? If so, how long can these rooms be held?
• Is onsite accommodation available for the bridal party and guests?
• Is there a bridal suite?
• How often will the wedding co-ordinator be in contact?
• Is the venue child-friendly?
• Are babysitting services available?
• Is the venue pet-friendly?
• Can our ceremony be live-streamed?

Contracts and Policies

• What is the payment schedule?
• What is the cancellation policy?
• Does the venue have liability insurance?
• Do discounts or packages vary based on the number of guests booking accommodations?
• Are there special rates available for off-peak times, such as weekdays or quieter seasons?

Equipment

• Are microphones provided for speeches?
• Does the venue provide sound & lighting equipment?

Check for sound and lighting equipment if needed for speeches and music. Not all venues supply this so you may need to factor in extra costs.

By asking the right questions and considering all aspects, you can find a wedding venue that perfectly matches your needs and vision. We at CaterHire.ie are experts in event hire, including weddings, with decades of industry experience.

Have a question? Contact Us at 01 294 3111 or info@caterhire.ie where our team will be happy to help with any queries you may have. CaterHire: Ireland’s leading Event & Party Hire Specialist.