One of the first and most meaningful decisions you’ll make while planning your wedding is choosing the perfect venue. This isn’t just about space; it’s about choosing a place to hold laughter, the happy tears, and the memories you'll cherish forever on your big day. Opting for a hotel as your reception venue offers unique advantages, including the convenience of onsite guest accommodations, professional catering, and a variety of event spaces all under one roof. Whether you dream of a grand celebration or a romantic, intimate gathering, asking the right questions will ensure your chosen hotel is the perfect setting for your special day.
This is the first in a three-part series of tips and advice to help you plan your wedding.
Part 1 – The Basics: Must-Ask Questions for a Potential Hotel Venue
Begin with the Basics
A hotel provides a seamless wedding experience, from reception spaces to catering, guest accommodations and amenities. Asking the right questions from the start ensures the hotel meets your vision and practical needs.
Availability
- Is your preferred wedding date available?
- Does the hotel offer discounts for off-peak or weekday weddings?
- Is there a second date you would consider if your first is unavailable?
Time of Day
- Do you prefer an afternoon or evening wedding reception? How does this fit with your style and guests' expectations?
- Does the venue host more than one wedding per day or at the same time? Would this impact your event's experience or timing?
Space Style and Type
- Does the venue have options for different space styles, such as intimate indoor settings with natural light, an outdoor setting, or a grand ballroom?
- Do they offer alternative event spaces in case of inclement weather?
Capacity and Layout
- Does the hotel’s reception space comfortably fit your guest list?
- Are there separate areas available for the ceremony, cocktail hour, and reception?
Budget and Fees
- What is the venue fee, and what does it include?
- Are there all-inclusive wedding packages that cover catering, bar options, and décor?
- Are there additional fees, such as overtime, corkage, or rentals for tables, chairs, or linens?
- Is there a cleanup fee or damage waiver?
Hotel Accommodations
- Do they offer discounted room rates for your guests?
- Is there a minimum number of rooms required to qualify for a hotel room discount?
- What is the deadline for guests to book their rooms within the block?
- Will they provide a special booking code or link for your guests to book their rooms?
Guest Travel
- Does the venue provide shuttle service to and from the ceremony and reception?
- Is transportation available from the airport to the hotel?
- Are there local ride-sharing options or partnerships with transportation services?
Accessibility for All Guests
- Is the hotel wheelchair accessible, including entrances, restrooms, elevators, and event spaces?
- Are accessible accommodations included in the group room block options?
- Is parking ample, easily accessible, and close to the reception area?
Be sure to read Part 2 - Key Questions for your Hotel Caterer.
