Questions to Ask Wedding Venue Staff So You Get the Answers You Need

Choosing the perfect wedding venue is one of the most critical decisions you’ll make during your wedding planning journey. It’s where your special day will unfold, creating memories that last a lifetime. To ensure you select the best venue for your celebration, it’s essential to ask the right questions and get all the information you need.

At Cajun Mansion, we understand the importance of thorough research and clear communication. We believe that knowing what to ask can make a significant difference in your wedding planning experience. Our expert team is here to guide you through this process, providing insights and answers to help you make an informed decision.

Here are the key questions to ask wedding venue staff to help you find the perfect place for your big day, along with expert answers from our team at Cajun Mansion. Let us help you navigate this crucial step with confidence and clarity, ensuring your wedding day is everything you’ve dreamed of and more.

Before You Tour

1. Availability:

• Question: Is my preferred wedding date available?
  • Answer: Yes, we have availability on your preferred date. We also recommend having a couple of alternative dates in mind, just in case.
• Question: Are there any other events scheduled on the same day?
  • Answer: We only host one wedding per day to ensure our full attention and resources are dedicated to making your day perfect.

2. Capacity:

• Question: What is the maximum number of guests the venue can accommodate?
  • Answer: Our venue can comfortably accommodate up to 200 guests.
• Question: Are there different spaces for the ceremony, cocktail hour, and reception, and what are their capacities?
  • Answer: Yes, we have separate spaces for the ceremony, cocktail hour, and reception. The ceremony space can seat up to 150 guests, the cocktail area can accommodate 200 guests, and the reception hall can seat up to 200 guests.

3. Venue Policies:

• Question: What is your policy on holding dates? Is there a deposit required?
  • Answer: We require a 25% deposit to hold your date. This deposit is non-refundable but is applied to your final balance.
• Question: Are there any restrictions on music volume, end times, or use of certain decorations?
  • Answer: We do have a music volume limit to comply with local regulations, and events must end by midnight. We also have guidelines for decorations to ensure safety and preserve the venue’s integrity.

4. Accessibility:

• Question: Is the venue accessible for guests with disabilities?
  • Answer: Yes, our venue is fully accessible, including ramps and accessible restrooms.
• Question: Are there adequate parking facilities or transportation options for guests?
  • Answer: We offer ample parking spaces and can also arrange for shuttle services if needed.

During The Tour

5. Layout and Space:

• Question: Can we tour the entire venue, including ceremony and reception areas?
  • Answer: Absolutely! We will guide you through all the areas, including behind-the-scenes spaces like bridal suites and prep areas.
• Question: Are there any outdoor spaces or backup plans in case of inclement weather?
  • Answer: Yes, we have beautiful outdoor spaces, and in case of bad weather, we have an elegant indoor backup plan.

6. On-Site Coordination:

• Question: Will there be an on-site coordinator available on the day of the wedding?
  • Answer: Yes, our on-site coordinator will be present from start to finish, ensuring everything runs smoothly.
• Question: What is the role of the on-site coordinator, and how will they assist with our event?
  • Answer: The coordinator will handle all logistics, coordinate with vendors, manage the timeline, and address any issues that arise on the day.

7. Bridal and Groom Suites:

• Question: Are there bridal and groom suites available for the wedding party to use before the ceremony?
  • Answer: Yes, we offer luxurious suites for the bridal party and groomsmen, complete with all necessary amenities.
• Question: What amenities are included in these suites?
  • Answer: Our suites include comfortable seating, full-length mirrors, private restrooms, and refreshment stations.

8. Ambiance and Lighting:

• Question: How is the venue lit in the evening? Are there options for additional lighting?
  • Answer: The venue is beautifully lit with both ambient and accent lighting. We also offer additional lighting options such as string lights and uplighting to create the perfect atmosphere.
• Question: Can we see the space during the time of day we plan to have our wedding?
  • Answer: Yes, we can schedule a visit at the same time as your event to give you a true feel of the ambiance.

Regarding Finances

9. Pricing and Packages:

• Question: What is included in the venue rental fee?
  • Answer: The rental fee includes access to all event spaces, tables, chairs, linens, setup and breakdown, and the services of our on-site coordinator.
• Question: Do you offer different packages, and what are their costs?
  • Answer: Yes, we offer various packages ranging from basic venue rental to all-inclusive options. Prices vary based on the package and additional services you choose.

10. Payment and Cancellation:

• Question: What is the payment schedule, and what forms of payment are accepted?
  • Answer: We require a 25% deposit to secure your date, with the remaining balance due 30 days before the wedding. We accept all major credit cards, checks, and bank transfers.
• Question: What is your cancellation policy, and are deposits refundable?
  • Answer: Deposits are non-refundable. However, we do offer rescheduling options based on availability and circumstances.

11. Hidden Costs:

• Question: Are there any additional fees (service charges, overtime fees, cleaning fees) that we should be aware of?
  • Answer: We are transparent with our pricing. There may be additional charges for overtime, extra services, or specific requests, but all potential fees will be clearly outlined in your contract.
• Question: Is there a minimum spend requirement for food and beverages?
  • Answer: Some packages have a minimum spend requirement, particularly for catering. This will be detailed in your proposal based on your guest count and selected menu.

About Food and Beverages

12. Catering Services:

• Question: Do you offer in-house catering, or can we bring in an outside caterer?
  • Answer: We offer in-house catering with a range of customizable menu options. Outside caterers are permitted but must be approved by our management team.
• Question: Can we arrange for a tasting before making our final menu decisions?
  • Answer: Yes, we offer complimentary tastings for the couple to ensure you are satisfied with your menu choices.

13. Beverage Options:

• Question: What beverage packages do you offer, and what are their costs?
  • Answer: We offer several beverage packages, including open bar, cash bar, and signature drink options. Prices vary based on the package and selection of beverages.
• Question: Can we bring our own alcohol, and if so, is there a corkage fee?
  • Answer: You may bring your own alcohol, subject to a corkage fee. This fee covers the service, glassware, and liability insurance.

14. Special Dietary Needs:

• Question: How do you accommodate guests with dietary restrictions or allergies?
  • Answer: Our catering team is experienced in accommodating various dietary needs, including gluten-free, vegan, and nut-free options.
• Question: Can we customize our menu to include specific cultural or dietary preferences?
  • Answer: Absolutely! We work closely with you to create a menu that reflects your preferences and cultural traditions.

Regarding Vendors

15. Preferred Vendors:

• Question: Do you have a list of preferred vendors (photographers, DJs, florists)?
  • Answer: Yes, we have a list of trusted vendors who are familiar with our venue and have consistently provided excellent service.
• Question: Are we required to use your preferred vendors, or can we bring in our own?
  • Answer: You are welcome to bring in your own vendors, although we highly recommend our preferred vendors for their proven quality and reliability.

16. Vendor Access:

• Question: What time can vendors begin setting up on the wedding day?
  • Answer: Vendors can start setting up as early as 8:00 AM on the day of the event.
• Question: Are there any restrictions or guidelines for outside vendors?
  • Answer: Outside vendors must adhere to our venue policies and provide proof of insurance. We will coordinate with them to ensure everything runs smoothly.

17. Rentals and Equipment:

• Question: What furniture and equipment (tables, chairs, linens, etc.) are included with the venue rental?
  • Answer: The rental includes tables, chairs, basic linens, and standard decor items. Additional rental items can be arranged as needed.
• Question: Are there any additional rental items we can use, and what are the associated costs?
  • Answer: We offer additional rental options such as specialty linens, lounge furniture, and decor enhancements. Costs will be outlined in your customized proposal.

About Decor

18. Decoration Policies:

• Question: Are there any restrictions on decorations (candles, confetti, hanging decor)?
  • Answer: We allow most decorations, but open flames and confetti are prohibited. We can provide LED candles and alternative decor options.
• Question: Can we move or rearrange furniture, and are there any restrictions on this?
  • Answer: Furniture can be rearranged with prior approval from our team. We will assist in ensuring the layout meets safety and aesthetic standards.

19. Setup and Cleanup:

• Question: When can we start setting up the venue for our wedding?
  • Answer: Setup can begin as early as 8:00 AM on the wedding day.
• Question: What time does cleanup need to be completed, and who is responsible for it?
  • Answer: Cleanup should be completed by 1:00 AM. Our staff will handle the basic cleanup, but personal items and decor should be removed by your team.

20. Customization:

• Question: Can we customize the space to fit our theme or vision?
  • Answer: Yes, we encourage you to personalize the space to reflect your theme and vision. Our team will assist in bringing your ideas to life.
• Question: Are there any examples or photos of previous weddings held at the venue that we can see for inspiration?
  • Answer: We have a portfolio of past events that you can view for inspiration and ideas.

Final Meeting

21. Final Walkthrough:

• Question: When will we have our final walkthrough before the wedding day?
  • Answer: The final walkthrough is typically scheduled 1-2 weeks before the wedding.
• Question: Who will be our main point of contact on the day of the wedding?
  • Answer: Your main point of contact will be our on-site coordinator, who will be with you throughout the day to ensure everything goes smoothly.

22. Emergency Plans:

• Question: What is your plan for handling emergencies or unexpected situations on the wedding day?
  • Answer: We have a comprehensive emergency plan in place, including backup power, first aid kits, and a dedicated team to handle any issues that arise.
• Question: Do you have backup power or other contingency plans in case of severe weather or power outages?
  • Answer: Yes, we have backup generators and contingency plans to ensure your event proceeds without disruption.

23. Post-Wedding:

• Question: How long do we have access to the venue after the event ends?
  • Answer: You have access to the venue for cleanup until 1:00 AM.
• Question: What is the process for retrieving any personal items or decor left behind?

Answer: We will coordinate with you to arrange a convenient time for you to collect any personal items or decor left behind.

Conclusion

Asking these comprehensive questions will provide you with a clear understanding of what to expect from your wedding venue and help you make an informed decision.

At Cajun Mansion, we believe in transparency and ensuring that every detail of your wedding day is perfect. By thoroughly vetting your venue and understanding all the logistics involved, you can enjoy a seamless and memorable celebration. Let us assist you in making your dream wedding a reality with our expertise and dedication to excellence.

Let Cajun Mansion Event Venue make your wedding day stress-free and unforgettable. Explore our wedding packages and visit our services page to learn more.