Top 10 Questions to Ask a Wedding Venue Before Booking

1. What dates are available? Confirm availability, peak/off-season pricing, and rescheduling policies.
2. What’s the guest capacity? Ensure the venue fits your guest count and includes space for vendors and activities.
3. What does the fee include? Understand what’s covered - tables, chairs, setup, and any extra fees.
4. What are the food and drink rules? Check catering flexibility, alcohol policies, and dietary accommodations.
5. Where can guests stay? Ask about on-site lodging, group rates, and nearby accommodations.
6. What’s the rain plan? Confirm indoor backup options and weather contingency plans.
7. Can we choose our own vendors? Review vendor policies, fees for outside vendors, and insurance requirements.
8. What decorations are allowed? Learn about permitted items, setup rules, and prohibited materials.
9. What are the payment terms? Clarify deposit amounts, payment schedules, and refund policies.
10. Who handles setup and cleanup? Define responsibilities between you, the venue, and your wedding coordinator.

Why It Matters:

These questions help you avoid surprises, stick to your budget, and ensure your venue aligns with your vision. Use this list as a checklist during your venue tours to gather all the details you need for a smooth planning process.

20 Questions You MUST ASK at Your Venue Walk Thru

1. What dates are open for booking?

Before diving into other details, check the venue's availability. Many popular venues book up 12–18 months in advance, so this should be your first step.

Here are a few key points to discuss:

• Peak vs. off-season availability: Some venues offer discounts for off-season dates, so ask about potential savings.
• Exclusive use policy: Make sure the venue is reserved solely for your wedding day.
• Time blocks: Confirm the hours included in your booking and when you’ll have access for setup.

Getting the right date locked in sets the stage for everything else in your wedding planning.

"Bring along a list of wedding venue questions and jot down the answers as you go. That way you'll have a) all the information you need and b) consistent answers to compare between venue options." - Naoise, One Fab Day

It’s also wise to discuss rescheduling or postponement policies upfront. Request these details in writing before signing any contracts.

Timing Factor	What to Ask
Day of Week	Are weekends more expensive than weekdays?
Time Block	How many hours are included in the booking?
Setup Access	What’s the earliest time vendors can arrive?
Multiple Events	Are other events scheduled the same day?

Don’t forget to ask about blackout dates or seasonal restrictions. For instance, some venues may avoid outdoor ceremonies during harsh weather months or enforce noise ordinances that limit evening events. Having these policies in writing ensures everyone is on the same page and prevents surprises later.

2. How many guests can the venue hold?

The number of guests a venue can accommodate often depends on how the space is arranged. A seated dinner with a dance floor, for instance, uses more room per guest compared to a theater-style or cocktail setup. Knowing these details early on helps avoid any last-minute surprises.

The layout you choose plays a big role in how effectively the space can be used. Don’t forget to include your vendor team in the total headcount. For example, you’ll typically need one server for every 20–25 guests, one bartender for every 75–100 guests, and space for photographers, entertainers, and planners. This initial review of capacity helps set the stage for evaluating other venue details.

It’s also important to note that a space advertised to hold 200 people for a standing event might only fit 150 guests for a seated dinner with dancing. For venues offering multiple areas, make sure to check the capacity of each space. This ensures your ceremony, reception, and cocktail hour all have enough room for guests to comfortably move and mingle.

Here are a few more things to consider:

• ADA compliance: Ensure pathways are at least 36 inches wide.
• Restroom capacity: Confirm there are enough facilities for your guest count.
• Indoor backup space: Make sure there’s enough room indoors in case of bad weather.
• Entertainment and special features: Reserve space for DJs, bands, or other activities.

Finally, keep in mind attendance rates: for local weddings, plan for about 75–85% of invited guests to attend. For destination weddings, that number typically drops to 65–75%. This helps you manage expectations and plan accordingly.

3. What does the venue fee include?

Understanding exactly what your venue fee covers can help you avoid unexpected expenses and make it easier to compare options. Typically, the base rental fee includes the use of the space and a few basic amenities, while other features might come with additional costs.

Essential Amenities

When reviewing what's included, be sure to ask about:

• The number and sizes of tables available
• Chair styles and their condition
• Setup and breakdown services
• Lighting and climate control options
• Parking availability
• Access to getting-ready spaces for the wedding party

Additional Services

Some venues might include basic audio-visual equipment, but upgrades or premium options could come with extra charges. Also, keep in mind that using vendors outside of the venue's preferred list may result in additional fees.

Additional Fees

Be prepared for the possibility of extra charges, such as:

• Cake cutting fee: Usually $1–2 per person
• Corkage fee: Ranges from $1.50–$3 per bottle if you bring your own alcohol
• Wedding insurance: Starts at under $100, depending on your state and guest count
• Valet parking: May be necessary for events with more than 45 cars

Pro Tip: Always request a detailed, itemized list of fees. This ensures you can budget accurately and avoid any unwelcome surprises. Plus, having this clarity makes it easier to ask follow-up questions about logistics and services.

4. What are the food and drink rules?

Food and drink policies play a big role in shaping your budget, catering options, and the overall vibe of your event.

Alcohol Service Requirements

When it comes to serving alcohol, there are some essential rules to keep in mind:

• You’ll need licensed bartenders to ensure alcohol is served responsibly and legally.
• Many venues require specific alcohol permits or licenses, so check their policies ahead of time.
• There might be restrictions on the types of alcohol served or the hours it can be offered.

Once you’ve sorted out the alcohol details, it’s time to think about how the venue can accommodate dietary needs.

Catering Flexibility

Most venues and caterers offer options for menu customization and dietary considerations.

"In 2025, Affairs to Remember ensures that vegan dishes are not cross-contaminated by meat during cooking by using a separate fryer for vegetables. While they ensure menu items are not made with certain allergens, they cannot guarantee that the food is without risk for those with extremely sensitive dietary considerations." [Affairs to Remember, 2025]

Here are some common dietary accommodations to consider:

• Food allergies and intolerances: For guests with sensitivities like gluten or nuts.
• Religious requirements: Options like Kosher or Halal meals.
• Lifestyle preferences: Vegetarian or vegan dishes.
• Health-focused restrictions: Such as low-sodium or low-carb meals.

Be sure to talk to the venue or caterer about how they handle these accommodations and any limitations they might have.

Important Considerations

• Return Policies: If you're buying alcohol yourself, confirm the store's policy on returning unopened bottles.

Always request a written copy of the venue’s food and beverage policies. This should include any restrictions on bringing in outside catering or alcohol, so you’re clear on all the details before the big day.

5. Where can guests stay overnight?

If you’re hosting out-of-town guests at your wedding, having on-site lodging can make everything easier. It eliminates the need for transportation and gives everyone more time to enjoy the celebration.

On-Site Accommodations

Nestled in the stunning Texas Hill Country, our on-site lodging offers both convenience and comfort. With three cozy casitas and a main house, we can host up to 18 guests right on the property. This keeps your wedding party close to the action, making the entire experience even more special.

Here’s what makes our accommodations stand out:

• No need to worry about transportation - everything is just steps away.
• Easy access for getting ready on the big day.
• Extra time to enjoy the venue’s amenities, like the resort-style pool and courtyard.
• A perfect spot for relaxed, morning-after gatherings.

Important Details to Know

When planning your stay, keep these key details in mind to ensure everything goes smoothly:

• How many rooms are available and their capacity.
• The reservation process and payment options.
• Check-in and check-out times.
• Amenities provided, such as breakfast or toiletries.
• Group booking rates that might be available.
• Any minimum night stay requirements.
• Accessibility features for guests who may need them.
• Spaces for morning-after gatherings to continue the celebration.

6. What happens if it rains?

Let’s face it - weather can be wildly unpredictable. That’s why it’s crucial to confirm your venue’s contingency plans for rain well in advance.

"All couples should have a rain plan no matter the location or time of year. The more well-prepared you are, the easier it will be if you have to make any last-minute decisions".

Indoor Backup Options

If you’ve chosen our limestone courtyard for your outdoor ceremony, rest assured we’ve got you covered - literally. Our venue includes indoor backup spaces that are climate-controlled and ready to accommodate your event. Here’s what you can expect:

• Quick Transition: Our team can swiftly transform the indoor space from ceremony to reception without disrupting the flow of your event.
• No Extra Fees: Indoor backup options are included at no additional charge.
• Proactive Coordination: We keep a close eye on weather forecasts and adjust plans as needed to ensure everything runs smoothly.

Key Questions to Ask About Rain Plans

When discussing rain contingency plans with your venue, here are a few essential questions to bring up:

• Timeline Flexibility: How does the venue handle delays caused by weather?
• Guest Comfort: Are there covered walkways, umbrella stations, or valet services available to keep guests dry and comfortable?
• Vendor Logistics: Will weather changes impact vendor setup or delivery schedules?

"Tenting is deceptively expensive, especially if you need to do it last minute, so finding a venue with indoor and outdoor options is a great way to avoid that extra expense".

Planning Ahead

A solid rain plan isn’t just about having a backup space - it’s about being prepared for every scenario. Here are some steps to take as you finalize your plans:

• Create multiple layout options to accommodate different weather conditions.
• Build in buffer time to handle any adjustments caused by rain.
• Confirm the deadline for making the final call on activating the rain plan.
• Review the venue’s specific weather protocols with your coordinator.

7. Can we choose our own vendors?

Understanding vendor policies is crucial when planning your event. Once you've nailed down the dates, guest count, and fees, the next step is to dive into the venue's vendor requirements.

Vendor Selection Options

At Alamo Wedding Venue & Events Center, here’s how vendor selection works:

• We provide a preferred vendor list featuring local professionals who know our venue inside and out.
• If you wish to bring in outside vendors, they must receive prior approval to ensure they meet our quality and insurance standards.
• All vendors are required to comply with insurance regulations.

These measures help ensure your event runs smoothly and meets professional standards.

Insurance and Documentation

To work at our venue, vendors need to provide:

• Liability insurance with a minimum coverage of $1 million
• Any licenses or certifications relevant to their services

Special Requirements

Different types of services come with specific rules. Here’s a quick breakdown:

Service Type	Requirements	Notes
Catering	Health permits, food handling licenses	A kitchen orientation is mandatory
Bartending	Liquor liability insurance, certifications	Must adhere to local alcohol laws
Rental Companies	Equipment insurance	Coordinate loading dock access

Cost Considerations

If you decide to go with vendors outside our preferred list, there are additional fees ranging from $250 to $1,000. These fees cover:

• Extra coordination with the venue staff
• Insurance verification processes
• Facility orientation for the vendors
• Security deposits

Planning Tips

Here are some tips to make the vendor process as smooth as possible:

• Schedule a venue walkthrough ahead of time.
• Carefully review the venue’s vendor policies.
• Confirm details like setup and breakdown times with your vendors.
• Double-check all fees and deposit requirements to avoid surprises.

8. What decorations are allowed?

Before booking your event, it's important to understand the decoration policies. At Alamo Wedding Venue & Events Center, we provide clear guidelines to protect the venue and ensure everything runs smoothly.

Permitted Decorations

Here’s what you can use to enhance your event:

• Free-standing decorations and centerpieces
• Battery-operated candles (unity candles allowed in designated areas)
• Latex balloons
• Dried flower petals for outdoor use
• Professional floral arrangements
• LED lighting setups

Installation Guidelines

To keep the venue in pristine condition, follow these specific installation rules:

Surface Type	Allowed Methods	Disallowed Methods
Walls	Use pre-installed hooks only	Nails, tape, or any adhesive materials
Ceilings	Professional installation required (30-day notice)	DIY hanging installations
Tables	Free-standing items only	Adhesives or anything permanent
Outdoor Areas	Stakes (with prior approval)	Any hardware that could damage the ground

These rules help ensure a smooth setup process without causing damage.

Special Considerations

For more complex decorations, especially ceiling installations, you’ll need to work with approved vendors. Submit your decoration plans at least 30 days in advance so everything can be reviewed and arranged properly.

Prohibited Items

To maintain the venue’s condition and safety, the following items are not allowed:

• Glitter, loose confetti, or similar materials
• Mylar balloons
• Adhesive materials like tape or poster putty
• Open flames (except unity candles in designated areas)
• Sparklers, fireworks, birdseed, or rice

Setup and Cleanup

You’re responsible for both setting up and removing your decorations. Everything must follow the venue’s guidelines and be cleared out by the end of your rental period. This ensures the space is ready for the next event without delays or issues.

9. What are the payment and refund terms?

Before committing, it's important to review the payment and cancellation terms. A transparent payment structure can make it easier to plan your budget.

Payment Schedule

The payment process is broken down into three key stages:

Payment Stage	Amount	Due Date
Initial Deposit	$1,000	Upon booking
Second Payment	50% of the remaining balance	6 months before the event
Final Balance	Remaining amount	2 weeks before the event

Holding Your Date

We provide a complimentary 10-day hold for your preferred date. To secure it beyond that, the initial deposit is required.

Contract Details

Your contract will clearly outline the payment schedule, cancellation policy, and any updates regarding your booking confirmation.

Refund Policy

• Initial Deposit: Non-refundable but can be transferred if another booking replaces yours.
• Second Payment: Eligible for a partial refund if canceled within the specified timeframe.
• Final Balance: Refunds are only available under specific conditions detailed in the contract.

Once you've reviewed the payment terms, the next step is to clarify who will manage setup and cleanup for a complete evaluation of the venue.

10. Who Handles Setup and Cleanup?

It's important to clarify responsibilities for setup and cleanup. Typically, the venue team manages their own items, while your wedding coordinator takes care of personal décor and vendor arrangements. Here's how these roles break down:

Venue Setup Responsibilities

The venue staff focuses on the essentials provided by the venue itself:

• Tables and chairs
• Standard linens and amenities
• Food and catering items

"Venue Coordinator - They are responsible for everything that specifically deals with the venue. Tables, chairs, linens, food, etc. If they provide catering, their focus is to make sure that the kitchen and wait staff are scheduled according to your needs." – DJ Wrex

Wedding Coordinator Duties

Your wedding coordinator ensures your personal touches and vendor logistics come together seamlessly:

• Setting up personal décor
• Coordinating with vendors for setup
• Breaking down décor and managing personal items at the end of the night

"Wedding Coordinator - They assist in the set-up and execution of your vision with your decor. They also pack up your decor items and gifts at the end of the night and place them in your vehicle or hotel room." – DJ Wrex

Together, these teams ensure the venue operates smoothly while your personal vision is brought to life.

Setup and Cleanup Responsibilities

Here's a quick breakdown of who handles what:

Timing Element	Details	Responsibility
Pre-Event Setup	Basic venue items and furniture	Venue Team
Decoration Installation	Personal décor	Wedding Coordinator
During-Event Management	Venue operations and food service	Venue Staff
Post-Event Cleanup	Removal of personal items and décor	Wedding Coordinator
Final Venue Restoration	Furniture arrangement and cleaning	Venue Team

Key Logistics to Confirm

To avoid last-minute surprises, clarify the following with your venue and coordinator:

• How much time is allowed for setup before the event?
• When must cleanup be completed?
• Are there overtime fees for extended setup or cleanup?
• Is a security deposit required?
• Can decorations be picked up the next day?

Sorting out these details in advance will help ensure your wedding day runs smoothly.

Conclusion

When it comes to planning your wedding, asking the right questions can make all the difference. A thoughtful approach to your venue search ensures you’ll find a location that matches both your vision and your budget.

At Alamo Wedding Venue & Events Center in Mason, TX, we prioritize transparency and careful planning to help you create the perfect day. Our venue, nestled in the heart of the Texas Hill Country, features a breathtaking limestone courtyard, stylish casitas, and adaptable event spaces. With packages starting at $2,000, we offer options tailored to everything from intimate elopements to full-day celebrations.

While many venues in the Fredericksburg area are already booked through 2025, we’re thrilled to share that Alamo Wedding Venue & Events Center still has prime dates available. We invite you to schedule a private tour to explore our property and meet our experienced team, who are ready to answer all your questions.

To simplify your venue search, we’ve created a downloadable checklist of essential questions to bring along during your tour. This tool ensures you’ll gather all the details needed to make a confident decision.

Don’t wait - schedule your private tour today and see how J.T. and Iris Bowyer, our founders, have crafted a space that blends rustic charm with modern comforts. Let us help make your wedding day everything you’ve dreamed of and more.

FAQs

What should I look for in a wedding venue to accommodate guests with dietary restrictions?

When choosing a wedding venue, make sure they can handle a wide range of dietary needs, including allergies, intolerances, and preferences like vegetarian or gluten-free meals. It's a good idea to ask the venue or their catering team about how flexible they are with menu adjustments and special requests.

To help them prepare, share a detailed list of dietary requirements well ahead of time. You might also want to include a few alternative drink options to accommodate guests with specific preferences or restrictions. Taking these steps ensures everyone feels considered and cared for on your big day.

How can I make sure my preferred vendors meet the venue's guidelines and expectations?

To make sure your chosen vendors fit within your venue's guidelines, start by requesting the venue's vendor policies. Many venues have specific rules about catering, decorations, entertainment, and other services. Some even provide a list of approved or recommended vendors to simplify your search.

If you plan to bring in your own vendors, ensure they comply with the venue's requirements. This might involve showing proof of insurance, sticking to setup and teardown schedules, or following noise and safety rules. Keeping clear communication between you, your vendors, and the venue is key to a seamless planning process and a stress-free celebration.

How can I effectively coordinate setup and cleanup responsibilities with the venue and my wedding coordinator?

To make the setup and cleanup process as smooth as possible, start by sharing your expectations and vision with both your venue and wedding coordinator. Your wedding coordinator's job is to turn your ideas into reality. They manage the timeline, coordinate with vendors, oversee the setup and styling, and handle any last-minute hiccups to keep your day stress-free.

Meanwhile, the venue coordinator ensures the space is prepared and runs efficiently. When both coordinators work together, their combined efforts help everything flow effortlessly from start to finish. Clear communication and a shared timeline are essential to pulling off a well-organized, stress-free celebration.

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• How Much Does a Wedding Venue Cost in Texas Hill Country?