Your venue shapes almost every other decision: your guest numbers, your date, your budget, your styling, even your suppliers. That makes it the most important booking you’ll make, and the one most worth asking questions about. Whether you’re looking at a city rooftop, a hinterland property or a heritage hall, here’s what to ask before you sign anything. Prefer to have a planner find and vet venues for you? That’s part of our full-service planning package.
Before you start touring
Have three things settled: a rough guest count, a budget for the venue and catering, and a season or a few possible dates. Without them, it’s easy to fall for a venue that’s too small, too expensive or booked out on the dates you need.
Capacity and layout
- What’s the capacity for a seated dinner versus a cocktail reception? They’re often very different numbers.
- Can the ceremony and reception happen on site? If so, where do guests go during the changeover?
- Where does the dance floor go, and where does the band or DJ set up?
Weather and the wet-weather plan
In South East Queensland this deserves its own section. Summer afternoons bring heat, humidity and sudden storms, and an outdoor ceremony needs a real back-up.
- What’s the wet-weather option, and can we see it? Ask to see photos of it set up, not just the empty space.
- When do we need to make the call? And who makes it?
- Is there shade and airflow for an outdoor ceremony? Fans, umbrellas or a later ceremony time can make a big difference in summer.
Suppliers and styling
- Do we have to use your caterer, or can we bring our own?
- Is there a preferred or mandatory supplier list? Some venues require particular bar, hire or security providers.
- What styling is allowed? Ask about candles, confetti, hanging installations and anything attached to walls or ceilings.
- When can suppliers get in to set up, and when must they be out? Bump-in and bump-out times affect your stylist, florist and hire costs.
Costs and contract
- What’s included in the venue hire fee? Tables, chairs, linen, staff, cleaning and security are not always included.
- Is there a minimum spend, and are there surcharges for Saturdays, Sundays or public holidays?
- What’s the payment schedule and cancellation or postponement policy?
On the day
- Is there a noise curfew or a hard finish time? Rural and residential venues often have one.
- How do guests get there and home? Ask about parking, rideshare access and whether a shuttle is needed, especially for properties outside the city.
Red flags to watch for
- Vague answers about the wet-weather plan
- Pressure to sign on the day of your tour
- A contract that doesn’t match what you were told in person
Frequently asked questions
How far ahead should I book a Brisbane wedding venue?
For a Saturday in spring or autumn, 12 to 18 months ahead is common. Weekday and off-peak dates are often available at shorter notice.
Should I book a planner before or after the venue?
Before, if you can. A planner can shortlist venues that suit your numbers, budget and style, and knows which questions matter.
Want help finding the right venue? Venue research and selection is part of our full-service planning package, The Whole Picture. Get in touch to start.
