I’m Katie — my husband Sean and I own The Grand Lady, an 1881 mansion and modern wedding venue on 20 acres in Austin, Texas. After years of hosting weddings and sitting across from hundreds of couples during venue tours, I’ve noticed something. Some show up with a color-coded spreadsheet. Some show up with vibes and a Pinterest board. Both are great. But the couples who leave a tour feeling genuinely confident about their decision? They asked the right questions.
Here’s what happens on most venue tours: you walk through a beautiful space, you imagine your first dance, you picture the ceremony under the oak trees — and somewhere between the stained glass and the cocktail hour patio, you completely forget to ask about pricing. It happens to everyone. Including couples who swore they wouldn’t.
So I put together this guide. 74 questions, organized by category, that cover everything you actually need to know before you sign a venue contract. Some of these I wish every couple would ask us. All of them will help you make a decision you feel good about — even months later, when you’re deep in planning and second-guessing everything. (That’s normal, by the way.)
How to Use This Guide
You don’t need to ask all 74 questions at every venue. That would make your tour feel like a deposition, and nobody wants that. Here’s what I’d suggest:
- Read through the full list once before your first tour
- Star the 15-20 that matter most to your specific situation
- Bring this guide on your phone and check off questions as you go
- Take notes — after three venue tours, they all start to blur together
- Don’t skip the money questions. Good venues are happy to be transparent about pricing and policies.
Section 1: Availability & Pricing
These are the questions couples tend to feel awkward asking — but they’re some of the most important ones. Any good venue will be happy to walk you through the details.
1. Is our preferred date available?
Start here, but stay flexible. If your dream date is taken, ask about the same weekend or the week before. Season matters more than the specific Saturday — and Fridays and Sundays can save you around 20% on venue pricing alone, not to mention savings across your other vendors. Hot take: Fridays are the new Saturdays. You get all the weekend energy, your guests can actually hang out with you on Saturday before heading home Sunday, and your budget goes further.
2. What is the rental fee for our date?
Pricing varies by day of week and season. In Austin, peak season runs March through June and September through December. A peak Saturday will be significantly more than an off-season weekday. Ask for the specific pricing for your date so you can budget accurately.
3. What exactly is included in the rental fee?
This is where venues differ dramatically. Some include tables, chairs, and coordination. Others charge separately for everything. Get the full list in writing. At Grand Lady, we include 250 bentwood chairs, 250 white outdoor chairs, round and long tables, two bar fronts, festoon lighting, and a full 14-hour rental. That saves couples thousands on basic rentals they’d need at other venues.
4. Do you provide tables, chairs, linens, and place settings?
If the venue doesn’t include these, budget an extra $2,000-$5,000 for outside rentals. It’s one of those costs that can sneak up on you if you’re not asking upfront.
5. How long is the rental period?
This matters more than people think. An 8-hour rental sounds fine until you realize that includes setup, getting ready, photos, ceremony, cocktail hour, reception, and teardown. We offer 14-hour weekend rentals and 12-hour weekday rentals because we want couples to enjoy the day — not feel rushed through a checklist.
6. Are there additional fees beyond the rental cost?
Ask specifically about:
- Security deposit (refundable or not?)
- Cleaning fees
- Overtime charges
- Setup/teardown fees
- Service fees or gratuities
- Parking attendant fees
- Required insurance
7. What is your payment schedule?
When is the deposit due? Are there milestones? When is the final payment? Most venues require a deposit to hold your date and final payment 30 days before the wedding.
8. Do you offer payment plans?
Some venues let you spread payments over several months. If cash flow matters to you (it matters to most people), this is worth asking.
9. What is your cancellation and rescheduling policy?
Every venue handles this differently, so read the fine print. At Grand Lady, when you sign with us, you’re committing to full payment whether the event happens or not — but we’ll always work with you on rescheduling to a new date if life throws you a curveball. Other venues may have different policies, so understand yours before signing.
10. Can we extend our rental time if needed?
What’s the cost per additional hour? What’s the latest you can go? Do you need to decide in advance, or can you add time day-of? If your band is killing it at 10pm, you want to know your options.
11. Are there any seasonal price differences?
In Austin, peak season (March-June, September-December) commands premium pricing. Summer and January-February may offer discounts.
12. Are there discounts for bundling services?
If the venue offers catering, florals, or coordination, ask if booking multiple services saves money. We offer a venue discount when couples book Grand Lady Floral — it keeps everything coordinated and saves you a vendor search.
13. Are gratuities included or separate?
Some venues include service charges in their pricing. Others expect separate gratuities. Clarify so your budget doesn’t get surprised at the end.
14. What does your contract include?
Ask to review the contract during or after the tour. Look for cancellation terms, liability clauses, restrictions, and anything that could affect your plans later.
Section 2: Capacity & Space
A venue might look perfect on Instagram, but the real question is: will it actually work for your guest count, your timeline, and your photographer’s shot list?
15. What is the maximum capacity for a seated dinner?
The number on the website is often the cocktail-style max. Confirm seated dinner capacity with your specific table layout — rounds vs. long tables makes a difference.
16. What is the minimum guest count requirement?
Some larger venues require a minimum headcount or minimum spend. If you’re planning something intimate, make sure the space won’t feel like a hotel ballroom with 50 people in it.
17. How many guests can fit for the ceremony?
Ceremony and reception capacities can be different, especially if your ceremony is in a different space on the property.
18. What are the different layout options?
Can tables be arranged in different configurations? Where can the ceremony, cocktail hour, and reception happen? Ask if they have floor plans or use a layout tool you can experiment with.
19. Is there a separate space for cocktail hour?
A dedicated cocktail hour area creates great flow and gives your team time to transition the reception space if needed. Some venues have completely separate areas; others do a quick, seamless flip. Either way, ask how it works so you can plan your timeline around it.
20. Where can the wedding party get ready?
Good lighting, mirrors, bathrooms, and enough space for 6-10 people plus a photographer. Our 1881 mansion has eight rooms for getting ready — bridesmaids, groomsmen, and parents all have their own space without anyone feeling cramped.
21. Are the getting-ready suites separated?
If you and your partner want to keep the first look a surprise, make sure the getting-ready spaces aren’t sharing a hallway. Ask how the venue keeps the two sides apart before the ceremony.
22. Is there space for a dance floor? Where is it located?
If dancing matters to you, confirm there’s enough room and that it’s positioned well relative to the bar, the DJ or band, and the guest tables.
23. Are there private spaces for special moments?
First looks, private vows, a quiet moment together during cocktail hour, family prayer before the ceremony — not every moment needs an audience.
24. Can we see photos of the space set up for a real wedding?
An empty room and a wedding-ready room look very different. Ask if the venue has a gallery of real weddings so you can see how the space actually comes to life with decor, florals, and lighting.
25. What are the restroom facilities like?
This matters more than you think. How many stalls? Climate-controlled? Well-maintained? Your guests will notice.
26. Is the venue ADA accessible?
If you have guests with mobility challenges, confirm that all areas — ceremony, reception, restrooms — are wheelchair accessible.
Section 3: Catering & Bar
Venue policies around food and alcohol can make or break your budget. Don’t assume anything.
27. Do you have an in-house caterer, or can we bring our own?
Some venues require their caterer. Others give you a preferred list. Some let you bring anyone. Each model has pros and cons.
28. If there’s a preferred caterer list, can we use someone not on the list?
If your dream caterer isn’t listed, ask if there’s an approval process or if exceptions happen.
29. Can we do a tasting before we commit to a caterer?
Most caterers offer tastings, but the venue might facilitate this differently. Ask how the process works.
30. Are there kitchen facilities for caterers?
A full prep kitchen vs. a warming kitchen vs. no kitchen at all affects your catering logistics.
31. What are the bar service requirements?
Some venues let you bring your own alcohol, others require you to use their bar service or a licensed provider. In Texas, TABC licensing is required for any event serving alcohol, so your venue should be able to walk you through how it works. At Grand Lady, we handle bar service in-house — it’s one less vendor to coordinate and keeps the whole experience seamless.
32. Are there bar minimums or package requirements?
Some venues have minimum bar spending that varies by day of week. Understanding how bar service is structured helps you budget accurately — and some packages actually simplify things by bundling everything together.
33. What is the alcohol service timeline?
Are there restrictions on when the bar must close? Some venues or insurance policies require bars to shut down before the event ends.
34. Are there restrictions on cooking equipment?
Open flames, smokers, grills — some venues restrict cooking methods for fire safety reasons. If you want a food truck or live cooking station, ask early.
35. Is there a cake-cutting fee?
If you’re bringing in a cake from an outside bakery, some venues charge a cutting and plating fee. It’s small but adds up.
36. Can we bring outside desserts or food items?
Your abuela’s famous tres leches, a favorite Austin food truck, late-night pizza delivery — ask what’s allowed.
37. Are there kitchen rental or equipment fees?
Even with your own caterer, some venues charge for kitchen use.
Section 4: Vendors & Coordination
Your venue’s vendor policies will shape your entire planning experience. Restrictive isn’t always bad — and flexible isn’t always good.
38. Do you require a professional wedding planner or coordinator?
Some venues require it. This might feel restrictive, but honestly? We require professional planners because we’ve seen the difference year after year. A good planner handles the thousand small things that come up so you can actually enjoy your wedding.
39. Can we see the preferred vendor list?
Review it before booking. Are there enough options? Do the vendors fit your style and budget?
40. Can we use vendors not on the preferred list?
If you already have a photographer or DJ you love, ask about the approval process for outside vendors.
41. Do you have relationships with specific vendors who know the space well?
A photographer who’s shot 20 weddings at your venue knows exactly where the light falls at 4pm. A planner who’s coordinated there dozens of times knows the loading dock quirks. This matters more than people realize.
42. Is there a venue manager provided?
A venue manager (different from your wedding planner) handles venue-specific logistics — unlocking doors, directing vendors to the right entrance, troubleshooting facility issues. Not all venues provide one, but it makes a big difference on the day.
43. Who is our primary contact during planning?
Will you work with one person from booking to wedding day, or does your contact change? Consistency makes planning smoother.
44. Can our planner do a walkthrough before the wedding day?
Most planners want to see the space before the wedding to plan logistics. Some venues build this in; others require scheduling it separately.
45. Are there restrictions on specific vendor types?
DJs vs. bands, volume limits, preferred rental companies for specific items — some venues have opinions about this.
46. What time can vendors access the venue for setup?
Your florist, caterer, and rental company all need load-in time. Early access is valuable for complex setups but may affect cost.
47. When does teardown need to be complete?
This affects whether your rental company charges extra for a late pickup.
48. Is there vendor parking and loading areas?
Your caterer’s truck, your florist’s van, your rental company’s trailer — they all need somewhere to go. Poor access = higher vendor costs.
Section 5: Weather Backup & Logistics
If you’re getting married in Texas, you need a weather plan. Not a “we’ll figure it out” plan. An actual plan.
49. What is your weather backup plan?
If you’re planning an outdoor ceremony, what happens when it rains? Is there a covered area? An indoor alternative? Do you need to rent a tent? At Grand Lady, we have two built-in backup options: our climate-controlled modern reception hall with floor-to-ceiling windows, and a covered brick courtyard with a retractable roof. No tent rental needed for either.
50. When do we need to make the weather call?
Some venues require 24-48 hours notice. Others let you decide morning-of. The timeline affects your stress level significantly.
51. Does the weather backup plan cost extra?
Tent rentals can run $3,000-$8,000. If the venue’s indoor backup is included in your rental, that’s real savings.
52. Are there heating or cooling options for outdoor spaces?
Austin summers regularly hit 100+ degrees. Winter evenings get chilly. Ask about fans, misters, heaters, or covered areas. We include fans and heaters in our rental inventory so couples don’t have to source them separately.
53. What is the parking situation?
How many spaces? Is overflow parking available? Do guests need to be shuttled from a remote lot? At the Grand Lady, there are 45 spaces in our primary lot, and 45 in our overflow parking.
54. Do you provide parking attendants or valet?
For larger weddings, professional parking management can be the difference between a smooth arrival and a chaotic one.
55. Is there cell phone reception on the property?
Your DJ needs to stream music. Your planner needs to coordinate vendors. Your guests want to post Instagram stories. Spotty reception creates real problems.
56. What’s the Wi-Fi situation for vendors?
DJs, photo booth operators, and payment systems often need reliable internet. Ask whether the venue provides it.
57. Are there accommodations on-site or nearby?
Guests appreciate hotel recommendations, especially out-of-town visitors. Some properties offer on-site stays.
58. What are the noise ordinances or time restrictions?
Many venues have strict noise curfews due to neighbors or local regulations. Know what time the music must end.
59. Are there specific load-in and load-out routines, locations, and times?
This matters for your vendors’ logistics and timeline. A clear, convenient loading route, schedule and space saves everyone time and stress.
Section 6: Rules, Restrictions & Fine Print
Every venue has rules. Knowing them upfront prevents the “wait, we can’t do that?” moment three weeks before your wedding.
60. Are there decor restrictions?
Common ones include:
- No nails, tape, or anything that damages walls
- No glitter or confetti (they’re impossible to clean)
- No flower petals that stain
- Candles must be enclosed
You’ll want to be sure you don’t violate venue rules, so you don’t end up with a fine.
61. Are there music or sound restrictions?
Volume limits, outdoor music curfews, or restrictions on amplified sound after certain hours.
62. Are fireworks, sparklers, or sky lanterns allowed?
Great for photos. Not allowed everywhere due to fire risk. Ask before you plan your grand exit around them.
63. Is event insurance required?
Most venues require event liability insurance — usually $1-2 million in coverage. It typically costs $150-$300 and protects everyone. Worth it regardless.
64. What is the smoking policy?
Designated areas? Prohibited entirely? Your guests will want to know.
65. Are pets allowed?
If your dog is walking down the aisle, confirm this before booking. Some venues welcome pets with restrictions; others don’t allow them.
66. Are there photography or drone restrictions?
Some properties restrict photography in certain areas or prohibit drones.
67. Are there restrictions on ceremony start times?
Some venues have specific windows for ceremonies due to lighting, sound, or scheduling.
68. Can we do a rehearsal at the venue? Is there a fee?
Most couples want to rehearse on-site. Some venues include this; others charge extra or limit it to a specific day.
69. What happens if we go over our rental time?
Some venues allow overtime, many require a firm timeline and stop. It’s much less stressful to know the policy in advance than to wondering at 11pm while your guests are still dancing.
Section 7: Experience & Trust
These are the questions that tell you whether a venue is a good business, not just a pretty property.
70. How many weddings do you host per year?
Experience matters. A venue that’s been doing this for years has navigated rain, power outages, vendor no-shows, and every other curveball. The more weddings they’ve hosted, the more scenarios they’ve handled — and the smoother your day will be.
71. Can we speak with past couples or see vendor references?
Talking to someone who recently got married there gives you the real story — not the sales pitch.
72. Can we read recent reviews from couples and vendors?
We have nearly 150 five-star reviews across Google, The Knot, and WeddingWire. Vendor reviews matter too — how a venue treats vendors tells you a lot about how they’ll treat you.
73. What’s something couples wish they’d known before booking here?
This is my favorite question because it shows you how honest a venue is willing to be. Every venue has things they wish couples knew. The good ones will tell you. Transparency matters.
74. What makes you different from other venues in Austin?
Listen for specifics, not superlatives. “We’re the most beautiful venue in Austin” tells you nothing. “We have an on-site flower farm where we grow flowers specifically for each couple’s wedding” tells you everything.
Written by Katie West, co-owner of The Grand Lady — an 1881 mansion, modern wedding venue, and half-acre flower farm on 20 acres in Austin, Texas.
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