Holly Darani 
If you’ve just got engaged and are starting the hunt for the perfect wedding location, congratulations!
This is arguably the most exciting (and slightly terrifying!) part of the wedding planning process.
Finding "The One"—in terms of wedding venues—is a lot like dating. You see the stunning photos online, you get butterflies when you walk in, and you start mentally arranging your decor.
But, just like dating, you need to look past the pretty façade and ask the tough questions before you put a ring on it (or in this case, a venue deposit!).
We know that venue contracts can feel like reading a different language, and the fear of hidden costs is very real. (Ahem, nobody wants a surprise £2,000 bill for "cleaning fees" the week before the wedding!).
We are here to help you ask your wedding venue the right questions to save you time and possibly, money.
To help you walk into your site visits with confidence (and a glass of bubbles in hand!), we’ve put together the ultimate guide to venue questioning, along with advice from luxury planner and industry expert Holly Darani, owner of Events By Beau.
It is so easy to fall in love with the vibe of a room and forget about the logistics. Holly reveals that the number one mistake couples make is assuming that "venue hire" covers everything they see in the brochure photos.
"It’s a classic trap!" she says. "You see a photo of the venue draped in fairy lights with beautiful Chiavari chairs, and you assume that is what you are booking. But often, those items were hired in by a previous couple. You need to strip the room back in your mind."
"I always tell my couples to ask: 'If I booked this room empty, what is left?' Often, the answer is surprising.
Asking the hard questions now saves you from the heartbreak, and the hidden expense, of realising you can't hang your dream floral installation because the venue has a strict 'no rigging' policy," she adds.
The main point of concern for many of our engaged couples is realising too late that their decor vision isn't compatible with the venue's rules.
Holly advises that you need to be a bit of a detective. "Don't just ask if you can decorate. Ask how."
Here are 4 specific questioning strategies to ensure you don't get stung by hidden decor expenses.
This is the biggest hidden cost in wedding styling.
You might dream of a lush floral cloud floating above your top table, but does the venue actually allow you to hang things from the ceiling?
Many historic or listed buildings have strict bans on hooks, nails, or even heavy-duty tape.
"If the venue says 'no rigging points,' your floral budget just doubled," warns Holly. "Why? Because instead of hanging flowers from existing beams, your florist now has to build a free-standing metal structure (a truss) to support the flowers from the ground up. That costs significantly more in labour and materials."
You need to specifically ask what is allowed on the walls and ceilings.
Knowing this now allows you to budget for the necessary infrastructure.
Always ask the venue manager or wedding coordinator to physically point to the "rigging points" in the room during your viewing. If they look blankly at you, assume you will need free-standing decor!
It sounds trivial, but chairs are one of the biggest visual elements in the room. Wedding chairs are also where venues tend to either not offer many options so it’s important to ask early.
Many wedding venues include furniture in the hire price, but—and we say this with love—venue chairs can sometimes be... well, a challenge to navigate visually.
"I have seen stunning barns that unfortunately come with bright red conference banquet chairs," says Holly.
"If those chairs clash with your sage green colour palette, you are going to want to hire replacements. Chair hire can range from £4 to £10 per chair, plus delivery. That is a potential £1,000 hidden cost you didn't plan for."
Ask to see the exact chair that is included in the price. Don't look at the brochure photos (which often show hired furniture). Go to the storage room and look at the stack. If you hate them, you need to factor hire costs into your budget immediately.
It’s important to ask if the venue has a "removal fee" for their own furniture. Some venues charge you to move their standard tables and chairs out of the room to make space for your hired ones!
Lighting makes or breaks the atmosphere. (Nobody wants a fluorescent-lit first dance!).
However, fire safety regulations are becoming incredibly strict, and this can impact your wedding decor significantly.
If your Pinterest board is full of open-flame taper candles running down the tables, you need to check if the venue allows real wax and real flame. Many heritage venues now insist on LED candles only.
While high-end LED candles are great, they can be expensive to buy or hire if you weren't expecting to.
"Also, check the glass requirements," advises Holly. "Some venues allow real candles but insist the flame is fully enclosed in a glass sleeve or hurricane vase. This means you can't use standard candlesticks; you need to hire cylinder vases, which is another line item on the budget."
Ask specifically about "Sparklers." Many couples buy them for the exit without checking, only to find out on the night that they are banned due to insurance reasons!
This is the boring logistical stuff that translates directly into cash. Your suppliers (florist, band, stylist) charge based on time.
If your venue only allows access 1 hour before the ceremony, your suppliers will have to bring extra staff to get everything set up in time.
"Restricted set-up times are difficult to contend with," Holly explains. "If a florist has 4 hours, they can do it with 2 people. If they have 1 hour, they need 6 people. You pay for those extra 4 people."
Ask the wedding venue exactly when vendors can arrive. If it’s a tight turnaround, ask if you can pay for "early access" or the day before. It might actually be cheaper to pay the venue for extra hours than to pay your vendors for rush labour.
Don't forget the takedown, too. If everything must be out by midnight, your wedding decorators will have to come back for collection. It’s important to note when that’s possible to arrange timings.
To make sure you don't miss a beat, copy and paste this list into your notes app before your next site visit. (You can thank us later!).
To ensure you sign that contract with total peace of mind, industry expert Holly answers some of your most commonly asked questions.
"Don't panic!" says Holly. "It’s usually a safety issue. Ask why it’s a no. If they say no to hanging flowers because of damage to the plaster, ask if you can bring in a free-standing arch instead. If they say no to real candles, ask if high-quality LED tapers are acceptable. There is almost always a workaround if you approach it creatively."
"100% yes. If the venue goes bust, or if a pipe bursts the day before your wedding, you need protection. Venue contracts protect the venue; insurance protects you. It is a small cost for huge peace of mind."
"Be careful with definitions here," Holly warns. "A venue coordinator works for the venue. Their job is to make sure the lights are on, the food is served, and the building doesn't burn down. A Wedding Planner works for you. They are the ones who will fluff your dress, manage the photographer, and make sure your grandma finds her seat. They are very different roles!"
We know that asking endless questions can feel a bit awkward (especially when you just want to drink the complimentary champagne!), but trust us, your future self will be so grateful for your diligence.
Finding the perfect venue is about more than just the "look"—it's about finding a space that gives you the freedom to create the day you have always dreamed of, without the hidden price tags.
So, ask the tough questions, check the fine print, and then... get ready to say "I do" to the venue of your dreams!
