Lancaster PA Wedding Venues - 12 Must Ask Questions

The prospect of touring many of the stunning wedding venues in the York | Lancaster | Harrisburg area can be very exciting. After all, what’s not to love? You’ve been waiting for this day your entire life and now that dream becomes more real with each passing day.

Whether it is the elegance of Linwood Estate or the rustic charm of Stoner Commons, it is so easy to get swept up in the beauty of these Lancaster PA Wedding venues and forget all about the logistical questions you need to ask.

Linwood Estate

The Barn at Stoner Commons

That's why we have created this article which is a list of questions you should ask while visiting a potential wedding venue for your Lancaster area wedding reception.

While the price tag is likely the first thing that comes to mind when choosing your event venue, you need to dig deeper than that to determine if the venue is a deal or will cost more than you originally thought. While some of these questions may not seem nearly as exciting as the other decisions that you will make regarding your wedding day, these can make a huge impact on both your budget and guest’s comfort.

What is your availability?

It's easy to get caught up in the love of a wedding venue but if you have a set date in mind it's best to check before diving headfirst into planning. This is should be a fun and exciting time. The last thing you want is to map out all of the logistics of a wedding venue only to be disheartened down the road because it is already booked.

So, do your due diligence and add this question to the top of your checklist!

What services do you include?

The services provided by each wedding venue often vary. It is important to understand what support the venue is providing leading up to and including the day of your event. There are so many great wedding venues in Lancaster but not all offer the same services. Some may assist with setting out the place cards. Few will be responsible for creating the seating charts.

Services are sometimes negotiable and it never hurts to ask. That said, make sure that the expectations are clearly written in your contract so that there are no unexpected surprises should there be a change in personnel.

As you visit multiple wedding venues throughout the Lancaster area, be sure to compare the included and excluded items to make a fair comparison between venues.

Is there a kitchen on-site?

From a catering perspective, the most important questions to ask relate to the infrastructure of the wedding venue:

Does it have cooking equipment or is it just a staging area?

How far is it from the guest service area?

Does the venue provide tenting for caterers?

Is there ample power supplied or are generators needed?

Is there running water?

Is there parking at the caterers set up location?

Is access provided in advance of and after the event?

These are all great questions to ask as any gaps may ultimately affect the cost of your catering.

Does your Lancaster wedding venue have a load in and load out terms?

This is HUGE! There are wedding venues in the Lancaster market and elsewhere that will not permit access to the venue until 45 minutes prior to the ceremony! This will have a significant impact on your expense!

Most vendors: Florist, Caterer, Décor, and the wedding DJ arrive with van loads of equipment, flowers, or décor items. All of these take time to set up properly. Of course set up can always go faster with more people. More people increase labor costs to the vendor and someone has to pay that cost.

You can be sure that the cost will be passed on to you and not the venue you choose. The wedding venue should be available to your vendors no later than 2.5 hours prior to your wedding ceremony time. You should insist that this access time to the venue be listed on the contract.

To give you an example of what is involved from the DJ Service for a typical event in terms of set up, here is an example. Our typical wedding includes the ceremony as well as the reception. These are typically in two different locations. Since they are in two locations, we bring two complete sound systems.

On a summer day, the temps in the Lancaster area are often in the “feels like” one hundred degrees plus with brutal humidity! To set up two sound systems, complete sound checks for both, and to change into proper attire in 60 or sometimes even 90 minutes depending on the load in is a stretch.

Add to that, the DJ, Florist, Caterer, Bar Service will all be attempting to access the very same area at the same time. You are just asking for something to go wrong!

This is the most important and most costly party you will likely ever throw. It should not be compromised because it is hurriedly put together. In our line of work we the wedding vendors, have one opportunity to get it right for you. We are professionals who know our job and the time requirement needed to do it best.

If the wedding venue in Lancaster or elsewhere is more concerned about what time they have to arrive to unlock the doors than they are about the quality of your event, then in my opinion they should not be in the service business and there is no way I would book them for my wedding!

Does the venue allow multiple events in the same day?

Inquire about additional events that also may be taking place on your wedding day. If other weddings are taking place, how will the on-property staff handle multiple events? You will want to ensure that you have a team of staff solely designated for your wedding.

Do we need to flip the space?

If you plan on hosting your ceremony, cocktail hour, and reception all at one venue, find out if the venue needs to reuse the ceremony space to accommodate the dinner reception. If so, this will impact other vendors, like your DJ and florist, since they will only have one hour to get equipment into position or to set the dinner tables.

You'll want to be sure that both are prepared with a large enough team to make the flip as seamless as possible. Keep in mind that this likely will have an impact on your total cost since items have to be moved and reset up multiple times.

Is there a fee if I bring in items from outside vendors?

When you are going through the planning process, there might be special items that you want to bring on-property like for example, if you bring a cake from an outside vendor, is there a cutting fee? Make sure to ask these questions ahead of time so you aren't hit with additional unexpected costs.

Are there any alcohol limitations?

If you have visions of personalized cocktails flowing at your wedding, be sure to ask if the wedding venue has any limitations on serving alcohol. Some venues, especially wineries, are not licensed to serve alcohol and it could be a disappointment if you later learn that your guests can only enjoy beer and wine and not those fancy drinks you had planned.

What are your recommendations for guest transportation?

Don't forget about transportation when it comes to your wedding venue—how your guests arrive/depart is important to keep in mind during your planning. Here are some suggested questions to ask regarding transportation:

Is a shuttle mandatory to/from the property and local accommodations?

Do you offer valet parking?

If not, can we bring in service for this?

Is there a designated parking area for guests?

Will you be the person handling my wedding and will you be at my wedding overseeing all the details?

When touring a wedding venue, it is very important to understand who you will be working with throughout the planning process and on your wedding day. I would also suggest that you find out their time in the position. Their answer to that question will give you an idea of their likelihood of being there when your big day arrives.

What is our rain plan?

Always make sure to see the back-up space in case of inclement weather. You do not want to be in a situation where you have to move your wedding indoors and they have unattractive space, or even worse, no space available!

Is there a noise ordinance?

Be sure to ask potential wedding venues about any noise ordinance they may have. Often times, venues have an outdoor curfew out of respect for their neighbors. If there is a noise ordinance your venue will tell you the decibel level.

Odds are most will have no idea of how loud a decibel is. There is one venue that I have worked at several times. They have a decibel limit of 80 maximum and they will use a meter during the event to measure it. A level of 80 decibels is appropriate for a party of about 75 people and a medium-sized venue. If the guest list is more than that I would look elsewhere.

At Perfect Harmony Entertainment, we provide exceptional DJ | Photo Booth | Lighting service to clients in the four-state area. Our dedicated team of DJs performs at events in Harrisburg | York | Lancaster as well as Washington DC | Northern VA | Frederick MD and neighboring areas.

If you would like to learn more about our services or discuss your event in greater detail we would love the opportunity to speak with you!

We help people create legendary events!

Additional FAQ

How long do wedding venue tours take?

Depending on the size of the venue, who you are meeting with, and the detail level discussed; you should plan on from 30 minutes to 3 hours.

How much does it cost to rent a wedding venue?

According to The Knot, the national average cost for a wedding venue is $12,000 - $14,000.

How can I save money on my wedding venue?

There are a number of different ways to save on the wedding venue cost. One is to book on an off day such as a Friday or Sunday. Another is to look at public and state park options or private clubs.

What is a Cake Cutting Fee?

If you do not purchase the Wedding Cake from the venue, some wedding venues will charge you an average of $2.00 per slice to cut and serve the wedding cake. For a guest list of 150 people that is $300.