Northern Virginia Wedding Venue - Questions To Ask?

In this blog series, we have been answering the Top 50 Wedding Questions couples have when planning their wedding. As a Wedding DJ in Washington DC, our business is focused on the market we serve; each question is universal.

When planning your Northern Virginia Wedding, you will be faced with making many decisions. Some will have a much more significant impact on your wedding than others. Selecting your Northern Virginia Wedding Venue is one of those big decisions.

One of the things we love most about being a wedding DJ in Northern Virginia and the Lancaster, PA, area we serve is the variety and beauty of the wedding venues. There is a Northern Virginia Wedding Venue for every taste and budget, from historic mansions to restored barns and vineyards.

What should we know about our wedding venue?

Before signing on the dotted line and deciding on a Northern Virginia Wedding Venue – or package – take these bullet points into consideration, as they’re sometimes forgotten in the hustle and bustle of it all:

Availability & Time Constraints

• When is the space available? Is the calendar open on (or around) my target date?

• How long do we have to set up and break down?

• What time can we enter the venue?

• What time must we leave?

• Are extra hours an option?

• If so, is there an extra charge for the additional hours? How much?

• Will we be the only group in the building, or will other events be happening, too?

Contract Procedures

• Can I read your standard contract?

• What’s your cancellation policy?

• What is the last date we can make changes to the reservation?

Cost and Payment

• What is included in your quoted total?

• How much is the deposit?

• When is the deposit due?

• How does the payment schedule work?

• Is there an added charge for using my vendors?

• Are there wedding packages available?

• What do the packages include, and how much do they cost?

• Are the prices lower if I choose a date in the off-season or time frame other than a Saturday night?

• Are chairs, tables, tablecloths, and other furnishings & rentals included in the price?

• Are breakdown and cleanup included, or must we do that ourselves?

Insurance Requirements Details

• All your potential venues will likely require you to have insurance.

• What are my insurance requirements?

• What about insurance for any vendors I bring into the venue?

• Do you, the venue managers, have insurance coverage for my event?

Capacity and Event Logistics

• What is your capacity?

• Where do guests park?

• Is parking free or included in the contract?

• If not, who pays for parking?

• Is there a valet?

• If so, how are the attendants’ tips handled?

• Is your venue accessible via public transportation?

• Are there heating or air conditioning controls we can access?

• Are there electric and kitchen facilities if this is a nontraditional wedding venue?

• What are the accommodations for disabled guests?

• What are the restrooms’ sizes and layouts?

• Will the restrooms easily accommodate a large or long bridal gown?

• Are there changing tables for babies?

• What will the room layout look like?

• Where will guests sit?

• Where will the dance floor be relative to seating?

• What rooms are included in the rental?

• Is there a designated smoking area?

• Is there a secure area for wedding gifts?

• How large are the guest tables?

• How many can comfortably be seated at each?

• Are there seating accommodations for the kids (booster seats and highchairs)?

Wedding Ceremony

• Can I hold both the ceremony and reception here?

• If so, what is the cost of having the ceremony and reception at the venue?

• Will the ceremony be held in a separate room?

• Does the contract include seating for the ceremony (if applicable)?

• Can I have rice or petal toss?

Venue Coordination

• Is there a coordinator on staff?

• Will the coordinator be here during my event?

• Who will be my main contact person?

• What’s the alternate plan if it rains?

• What are your guidelines for setting up and taking down before and after the wedding?

• Do you help or provide full service? Or is it all up to us?

Photographer and Videographer Limitations

• Do you have restrictions on where photographs or videos are taken?

• Are there any other media guidelines?

• What are the best vantage points for photography?

• Do you have photos of other weddings I can see?

Vendor-Related Food and Drink

• Do you have an in-house caterer?

• Can we arrange for a tasting?

• Is there a cost for tastings?

• Can we (or is it required) bring in our caterer?

• What drinks, if any, are provided?

• Do you charge per drink or person?

• Is there a list of approved vendors?

• Can I use my preferred vendors?

• What are the different ways food can be served? Buffet? Plates? Family style?

• Do cost procedures differ according to the serving style?

• How many, if any, the wait staff will be provided?

• Do you provide a storage location in the back for the cake?

• Is a cutting knife available?

• Do you charge a cake plating fee?

Liquor-Related Vendors

• Do you have a liquor license for the venue?

• Can we bring our alcohol?

• What liquor do you (or can you) include in our package?

• What setups do you provide?

• What bar options are available? Open bar? Cash?

• Do you provide bartenders?

• If so, is the bartender’s wage included in the contract?

• Or is each bartender an extra charge?

• What about the charge for unopened bottles? Will I be charged for those?

• Is there an extra corkage fee, a charge for opening the bottles, if I bring my wine?

• Can I have any type or amount of alcohol at the reception?

• Are there other alcoholic beverage-related restrictions?

Music & Entertainment

• Can I bring my own DJ, band, or soloist?

• What is your sound system like? Do you provide microphones, speakers, and other equipment?

• How far in advance can musicians set up?

• How large is the dance floor, and how many can dance at once?

• When must the music end?

Decor

• Are furnishings/decoration rentals available? Or are those included in the contract?

• Do I provide my place cards?

• Can the centerpieces contain candles?

• Are there any rules against specific decor?

Overnight Accommodations

• Do you have overnight rooms or partner with local hotels?

• What are the room rates?

• Is there a wedding discount for blocks of rooms?

Gratuities

• Does gratuity cover everyone?

• Is it customary to tip some staff extra?

Restrictions

• Are there any additional rules or restrictions we haven’t discussed?