The Ultimate Question Checklist for Wedding Venues in Austin
The Ultimate Question Checklist for Wedding Venues in Austin
With so many options for wedding venues in Austin, it can be hard to narrow down even your top three to check out. This ultimate question checklist for wedding venues in Austin will arm you with vital questions you may not have even known to ask. Interested in Rambling Rose Ranch for your unique and affordable wedding in Austin? Make sure to contact us today to schedule a tour!
What does my investment cover?
This question is, of course, the most crucial question. If you’ve spent even an hour researching wedding venues in Austin, it’s easy to discover there are not only dozens of options, but everyone is offering something different. The first way to parr down the options is to decide on your budget and look at venues within that price range. Most affordable wedding venues will provide pricing on their website or at least a starting price to base your interest. Not seeing any pricing? Be sure to contact them before booking a tour—no need to break your heart when you fall in love with a pricey space.
The next bit of information you’ll want to ask what that initial investment fee covers. Does it include gratuity? Are there cleaning fees? Can it include any necessary rentals, such as linens and tables? Every venue offers a variety of different base package options. Rambling Rose Ranch has an amazing and affordable wedding venue rental option but doesn’t include rentals. You can see the various investment options here. This option can be an excellent way to save money, but including rentals can also save many headaches. Organizing rental companies can be daunting if you don’t have a wedding planner. Sometimes it’s better to just save the stress and spend the money.
Is a coordinator included?
There is a big difference between a wedding coordinator and a venue coordinator. A wedding planner is even more different! Some venues offer one option, if not all three, but it’s important to ask. A quick rundown on the options:
Venue coordinators are there to protect the venue. They make sure no one is destroying the space, that vendors have a clear loading space, and ensuring clean-out happens efficiently and on time. They can help with any mishaps venue-related and ensure that the lights stay on, figuratively and literally. Venue coordinators are not there to help you run the wedding day. They are not appropriate replacements for wedding coordinators/planners.
Wedding coordinators are a step up from venue coordinators, as they are involved in the actual event coordination tasks. They should communicate with the vendors prior to and during the event, make sure the wedding stays on time, and help you build a timeline. They’re often called “day-of coordinators,” but that’s a mistaken label. It’s more like “month-of” because they don’t just show up on the wedding day and knock it out.
Wedding planners are the top tier of wedding organizations. They are with you from beginning to end, finding vendors, collecting quotes and contracts, contacting vendors before and after the wedding day, helping you develop a vision for the day, provide resources for ideas, play defense with unruly friends/family before and on the day, keep you on time, collect gifts, clean-up, and so, so, so much more. They’re worth their weight in gold!
Venue coordinators are great but cannot possibly offer the same amount of care a planner will. You’ll have to make a choice that best fits your budget and situation. Still, it’s important to understand what you agree to before signing a contract with a wedding venue.
How many people can the event space accommodate?
Most venues will lead with this information but if not, make sure to ask this question! Be aware that when a venue says “250,” that doesn’t mean you try to squash in 249 people. The venue capacity is tightly tied to the fire marshall’s legal safety requirements and other government entities. Don’t get your event shutdown because you wanted to push the limits. Choose a venue that can comfortably fit your guest count.
Do you offer any additional services?
As stated above, every venue is different. Some offer photo booths. Others provide rental options. Venues can also provide accommodations, full weekend rentals, rehearsal time/space, coordination services (that isn’t just venue protection-related), etc. Find out what your package includes and what you could add.
How many hours will I have at the venue?
Every venue offers options that vary, like any other business. Some local wedding venues in Austin provide a whole weekend rental! Some only allow you to arrive at 1 pm. Rambling Rose Ranch offers a minimum of ten hours (with the option for more!) for your day, which can be helpful for setup time. Unless otherwise stated, assume your potential venue only permits same-day setup and rental.
Am I allowed to bring my own vendors?
This is a big one. Some venues not only have a list of required vendors, but they will also charge you to deviate from their list. Those costs can add up, in more ways than one. Required vendors can be tricky. What if you don’t get along with them or enjoy their style? What if you want to rent a llama for a venue that doesn’t have a company on the list? It’s vital to make sure this discussion happens before the contract signature. Make sure you know every single cost before you enter into a legally binding agreement.
Are there getting-ready locations?
The vast majority of Austin wedding venues will have spaces for you to get ready in, but are they attractive? Are there even windows? The first portion of your day will be spent in these spaces. Make sure you like them! Orange lighting, no windows, tacky knick-knacks—all of that can ruin the mood of your day. Is there space for all of your friends/fam to hang out?
Can we have a rehearsal?
Rehearsals can be great and rather crucial for weddings with bigger wedding parties/processionals. You can practice the processional walk while in time with the music, learning the wedding party placement, and organize the sequence of events. The wedding ceremony is arguable the most important part of the day. Having time the day before can be essential to work out the kinks. If this isn’t an option (especially if you’re having a Sunday wedding in prime time wedding season), ask if you can show up earlier in the day to practice.
What is the tax and service charge?
Taxes can make services add up on an already expensive day. Ensure to ask for totals with tax, ask about credit card fees, service fees, and any other additional charges.
Can we set up the day prior?
For more extensive affairs, this can be helpful. Even for DIY couples, having time to set up without rushing on the actual wedding day can alleviate stress.
What time am I allowed to start setting up on the day?
If you cannot set up the day prior, make sure you have the earliest time possible on the wedding day. This is where a wedding planner/coordinator will shine. They can get the setup process done while you relax and get ready for your big day!
What kind of vendors/events aren’t allowed?
Just as some venues only permit certain vendors, they can also prohibit them. Some venues would welcome a wedding beer burro or wedding entertainment setups, but others won’t. Some venues will permit sparklers and open flame candles. A lot of them won’t. Discussing this prior is vital because if your vision reaches a point that you want sparklers and can’t have them, you’ll find yourself disappointed very quickly.
Do you require certain kinds of vendors?
Some wedding venues in Austin require you to have a wedding planner/coordinator. This helps the venue focus on their individual care and services and gives the venue peace of mind that the walls won’t be torn down and they won’t be held responsible for mishaps. This ties into the required vendor’s list.
Are there any noise restrictions?
The vast majority of wedding venues in Austin aren’t allowed to have parties past 11 pm. There are noise restrictions in many of them, so make sure to triple-check how long you and your friends are allowed to party!
Will rideshare companies be nearby?
This question is so important to ask, believe it or not. Open bars equal drunk guests, guaranteed. Drunk people don’t make the best decisions, so discovering how you can keep your friends and family safer will help provide a better experience for everyone. If rideshare companies aren’t nearby, make sure to organize a shuttle to a more central area.
There you have it! The ultimate list of questions for wedding venues in Austin will undoubtedly help you in this journey. Make sure to enjoy the ride. Savor that moment when you walk into a wedding venue space and go, “this is the one!” Venues are the first step to the whole wedding planning experience, so asking these questions will set the tone for months to come!