Questions to Ask on a Wedding Venue Tour, According to a Venue Owner
If you just got engaged and are starting to plan your big day, you're probably a bit overwhelmed! And we don't blame you one bit– most newly engaged couples have never planned anything as epic as an entire wedding, and there are so many details to consider.
After figuring out your ideal date or season, guest count, and budget, the real fun begins: choosing your wedding venue!
As venue owners who have hosted hundreds of tours of our venue, The Barn at Black Walnut Farm in New York’s Hudson Valley, we have considered every logistical detail, and now we’re sharing the questions YOU should be asking when you tour potential venues.
We believe the more couples understand how wedding venues operate, the smoother the selection process will go for everyone. It's easy to get swept up in certain features at a venue (like that beautiful garden they have for your photos), but you also need to understand if their venue policies and values are a fit for you. Before signing a contract, it's essential to fully understand what each potential venue provides and requires.
photo: Katie Scarlett Imagery
We put together a helpful checklist of questions to ask at each wedding venue during your tour.
We've noticed that many couples who come to tour our venue don't ask certain necessary questions– and while we make an effort to share as much information as possible, don't forget that YOU are your best advocate for your own needs and desires for your wedding!
It would be devastating to book your venue and then find they don't allow something you had your heart set on. Venues are held to many policies by their townships, states, and insurance carriers– and each venue might be widely different in terms of what they allow.
To ensure you make an informed decision, asking the right questions during your wedding venue tour is essential. Here's a comprehensive list of questions to guide you through the process and help you find the venue of your dreams. Download it below, and happy touring!
Download our FREE PRINTABLE LIST of Question to Ask on a Venue Tour here:
If you're coming to tour Black Walnut Farm- we look forward to seeing you soon! Here are the answers to our venue tour questions checklist as they pertain to our venue.
Logistical Questions:
Is the venue available on our specific wedding date?
Contact us before your tour to check our availability, especially if your date is firm! Check out our Tour Tips here.
How many guests can the venue accommodate?
We can accommodate a maximum of 200 guests on the property.
What type of venue options do you offer, such as banquet halls or outdoor spaces?
We have so many unique spaces at Black Walnut Farm, and our versatility in how you can use them really sets us apart. The Barn includes our main dance hall, a bar area, a speakeasy-inspired lounge, a dressing parlor, and restrooms. Our outdoor spaces include the Shed Bar, the Rosé Garden, the Wildflower Meadow, the Forest, and the Front and Back Lawn.
Do you have a preferred vendor list, or can we bring our own vendors?
When you book your event at The Barn at Black Walnut Farm, we will provide you with our hand-picked list—including wedding planners, florists, photographers/videographers, lodging, rentals, DJs, live music ensembles, hair and makeup, bakeries, officiants, insurance, rentals, transportation, valet parking, and more. Every vendor on our list reflects our dedication to warm-hearted, inclusive service.
You are also welcome to bring in your own vendors!
What is the parking situation for guests?
We have a parking lot for 100 cars. While you are welcome to offer parking for your guests onsite, we recommend hiring a bus service to shuttle guests for their safety and convenience so they can relax and enjoy all the festivities without worrying about driving. Uber and Lyft aren't reliably available in our area.
Are there any noise restrictions or sound system limitations?
Amplified music outdoors must wrap at 11— this is a law from our township. After 11, we can close the barn doors and keep the music going on inside— OR, transition everyone out to our bonfire for an afterparty (light conversation and music played on a quieter speaker are fine). As a courtesy to our neighbors, we kindly request that events wrap by midnight. We can recommend some fun options in town (6-8 minutes away) for after-parties.
How much time will we have for setup and breakdown?
We provide access to the property at 8 a.m. on the wedding day for setup. We provide an additional two hours immediately following the event for breakdown. If you need more time or prefer to load in and out on the days surrounding the wedding, that is included if you select our long-weekend package. For the single-day package, a convenience fee to set up or load out on the days surrounding the wedding will apply; please inquire.
Is there a room flip required for different parts of the wedding day?
We generally don't do a room flip, as we have so many indoor and outdoor spaces you can use during the event. Rain plans may involve flipping specific spaces, but we will walk you through all the options during your planning meeting.
photo: Sarah Tracey
Financial Considerations:
What is the rental fee for the venue?
Our rates are subject to change based on your date or season! Please reach out to us, and we'll send you our current pricing guide: Request Pricing
Are there any additional fees or service charges we should be aware of?
We believe in transparency in pricing and have no additional taxes or service fees applied to the venue rental subtotal.
Do you offer a payment plan, and what are the terms?
We require an initial payment of 50% of the venue rental site fee and a signed event contract. Additional payments are due as follows: 25% ten months before your date and the remaining 25% six months before. If you book with a shorter lead time, we will adjust the payment schedule accordingly!
Is there an overtime fee if the event extends beyond the contracted time?
This will be assessed on a case-by-case basis according to your package. We provide two complimentary hours of load-out time immediately following your event; if you require more, a convenience fee may apply.
Are there any beverage minimums or corkage fees for bringing our own alcohol?
At The Barn at Black Walnut Farm, we provide all of the bar packages for your event. Due to our specific type of liquor license, we cannot permit our clients to bring in their own alcohol; we must purchase it for you from a licensed wholesaler.
Is there a cake-cutting fee if we choose to have our wedding cake onsite?
Each of our catering partners may have different policies on their services and what they include, so make sure to check in with them so there aren't any surprises.
photo: Lin Pernille
Catering and Bar Services:
Do you have an in-house caterer, and what menu options are available?
We have several excellent catering partners that provide full-service catering and bar packages at Black Walnut Farm. We work with them to create a flawless experience on your wedding day!
Reach out to us to request sample menus from some of our favorites.
Can the caterer accommodate dietary restrictions or special requests?
It's very important to us as a venue that all of our preferred caterers accommodate special dietary needs—such as gluten-free, vegetarian, or even vegan options! We take allergies seriously, and we will always accommodate them.
Are we allowed to bring in an outside caterer if desired?
If you prefer to hire a caterer not on our list, they must be professional, licensed, and insured, and we can get them approved.
What are the options for bar services, including types of alcohol and beverage packages?
Check out our bar packages here: Bar Packages at Black Walnut Farm
Is there a corkage fee if we provide our own wine or hard liquor?
At The Barn at Black Walnut Farm, we provide all of the bar packages for your event. Due to our specific type of liquor license, we cannot permit our clients to bring in their own alcohol; we must purchase it for you from a licensed wholesaler.
photo: Photos by Siobhan
Backup Plans and Contingency:
What is the backup plan in case of inclement weather for an outdoor wedding?
We highly recommend a tent rental as a contingency plan to provide a space to move guests to and from while we 'flip' the Barn for different moments of your day.
If you reserve a tent but the weather looks perfect the week of the wedding, all of our local rental companies have flexible cancellation policies if you decide you don't need it after all.
Do you have a designated indoor space for a ceremony or cocktail hour if needed?
Most of our couples plan to have their ceremony inside the Barn in case of rain. Cocktail hour may also take place inside the Barn.
How does the venue handle a case of unexpected emergencies or logistical issues?
We have a venue manager who is in charge of handling all issues, including vendor load-in and load-out, any first-aid needs, and security matters.
photo: Jasper Tollett
Accommodation and Amenities:
Is there a bridal suite or designated space for the bridal party to prepare?
We offer our 4-bedroom, 2.5-bathroom farmhouse for getting ready! Common areas include the Sun Room, Living Room, Dining Room, and Patio. We haven't designated specific changing areas for each partner; that's up to you.
We also offer the use of our Barn for getting ready; there are restrooms, a changing area (the Parlor) with a mirror, and our mezzanine-level Lounge is available for a fun, relaxing space to hang out with leather club chairs, a vintage vinyl collection, and turntable, and a card table.
Do you offer a coat check service for guests?
Yes, this service is included in your venue fee.
Are there any restrictions or considerations for live bands or DJ setups?
We're happy to speak with them if they have any questions about our electrical capabilities!
Is there a dance floor available, and what size is it?
We do not include a dance floor. However, we have recommendations from several local rental companies who do!
Overall Experience and Service:
Can you provide references or testimonials from previous couples who have hosted their weddings here?
You can view some of our couples' experiences on The Knot and also Zola.
How experienced is your venue staff in handling weddings, and will there be a dedicated coordinator on the day of the event?
Our venue manager and staff have extensive experience with weddings and events!
We require a professional Day-Of Coordinator to run the schedule and timeline for the day and be our venue manager's point of contact for any issues that arise. Although this service isn't included in your venue fee, we do have Day-of Coordinator services available through our venue via a package add-on.
What is the venue's cancellation policy in case of unforeseen circumstances?
If we have to cancel your event due to an act of God or a similar emergency circumstance, we will refund your venue fee.
If you have to cancel your wedding, we do not provide refunds for any payments already made. However, our Event Insurance Partner offers cancellation insurance for a very reasonable rate; we highly recommend you purchase that for your peace of mind. You can claim to be reimbursed for all payments that have already been made to all vendors, including your venue!
Do you offer any additional services or amenities that would enhance our wedding experience?
We include items worth over $20K in rental value and services in our venue package— to minimize the number of outside rentals and vendors you'll need. Some of these include services like:
A parking attendant and coat check
Staff to set up and break down your floor plan
Farmhouse tables and 250 chairs
Many display carts and tables; in-house sound system
A portable PA and microphone
A digital photo booth
An audio guest book
A handmade white birch chuppah
A black wrought iron wedding arbor
A complimentary popcorn station
S'mores around the bonfire
Access to our collection of decor and service items you can borrow (including bud vases, votive holders, antique china platters, tiered dessert stands and cake stands, beverage dispensers, table runners and more).
Our weekend packages provide even more extras—including four nights of accommodations onsite, a mixology workshop to design your signature cocktails, a half-day of photography access on a date of your choice for your engagement session, and more.
Asking these essential questions during your wedding venue tour will provide valuable insights and ensure you make the right choice for your special day. Take your time, consider all aspects, and when you're ready to sign on the dotted line, you'll do so with confidence, knowing that you've found the perfect venue to bring your wedding dreams to life.
Liked this article? Check out more helpful resources, like our Sample Long Weekend Wedding Itinerary!