The Essential Venue Checklist

25 Questions to Ask Before You Book Your Dream Wedding Location

Securing the perfect venue is the first, and arguably most important, step in planning your Swiss destination wedding. It sets the tone, defines the atmosphere, and dictates much of the logistical flow of your day.

But a venue visit is more than just falling in love with a stunning view of the Matterhorn or a charming lakeside terrace. As your Swiss wedding planner, I know that the magic is in the details—the questions you ask now will save you countless headaches later.

That's where I step in. This list of questions is your compass, but my role is to be your expert navigator. You don't need to memorize every logistical detail. I will personally manage the communication with the venue, meticulously review the contracts, and ensure every complex logistical detail—from the corkage fees to the power supply—is perfectly aligned with your vision. Consider these questions handled.

Now, let's dive into the details I'll be confirming on your behalf!

Part I: The Logistics & Availability (The Foundation)

These questions confirm the basic feasibility and costs.

1. Availability: Is our desired date (or weekend) available? If not, what comparable dates are open?

2. Capacity: What is the maximum seated capacity for the ceremony space, cocktail hour, and reception dinner? (Be sure to specify the indoor and outdoor limits).

3. Pricing Structure: What is included in the base rental fee (e.g., tables, chairs, linens, setup, security)? Are there separate fees for the ceremony space or outdoor areas?

4. Minimums/Maximums: Is there a minimum food and beverage spend or a required minimum number of guests?

5. Payment Schedule & Cancellation: What is the deposit required, and what is the full payment schedule? What is your policy for cancellations or date changes?

Part II: Food & Beverage (The Guest Experience)

The menu and bar service are critical to your guests' experience.

1. Catering: Do you have in-house catering, or must we use one of your approved/preferred caterers? If in-house, can they accommodate Swiss specialties and specific dietary needs (vegan, gluten-free, severe allergies)?

2. Menu Flexibility: Can we customize the menu, or must we choose from pre-set packages? When is the tasting scheduled?

3. Bar Service & Corkage: What are your bar package options (e.g., open bar, consumption tab)? Do you allow outside alcohol, and if so, what is the corkage fee?

4. Service Fees: Are staff gratuities, service charges, and taxes included in the package prices, or are they added on top?

Part III: Time & Access (The Schedule)

Your vendors need adequate time to set up and break down to ensure a smooth day.

1. Setup & Breakdown Times: What are the exact earliest times we (and our vendors) can access the venue for setup, and what time must everything be cleared out the following morning?

2. Rehearsal Time: Can we schedule a ceremony rehearsal at the venue the day before, and is there an additional fee for this?

3. Noise/Curfew: Is there a noise ordinance or a hard end time (curfew) for the music and bar service?

4. Overtime Policy: What is the cost per hour if we need to extend the event beyond the contracted time?

Part IV: Vendor & Décor (The Aesthetic)

Confirming vendor access and decoration rules is key to bringing your vision to life.

1. Vendor Restrictions: Do you have a list of required/exclusive vendors, or can we bring in any licensed and insured professional (e.g., photographer, florist, DJ)?

2. Decorations Policy: Are there any restrictions on décor (e.g., real flame candles, sparklers, confetti, hanging items, installation of floral arches)?

3. Storage: Can vendors deliver items (like cake or rentals) early, and is there a secure area for storing personal items overnight?

4. Deliveries/Access: Is there easy access for large vendor vehicles, or are there restrictions (especially relevant for historic or remote Swiss locations)?

Part V: On-Site Amenities & Contingency (The "What Ifs")

These questions address the comfort of your guests and preparing for unexpected weather.

1. Bridal Suites/Changing Rooms: Is there a designated, secure space for the wedding party to get ready, and is it included in the rental?

2. Accommodation: Do you offer on-site accommodation for guests? If so, is there a block booking rate? If not, what are the nearest recommended hotels?

3. Restroom Facilities: Where are the guest restrooms located, and are they adequate for our guest count?

4. Power Supply & Sound: Do you have enough available power for our band/DJ and any special lighting? Are there any restrictions on where sound equipment can be placed?

5. Weather Contingency: What is the plan B for rain or snow? Is the indoor space as appealing and functional as the outdoor option? (Crucial for Swiss alpine weddings!)

6. Parking & Transportation: Do you offer on-site parking, and is there a fee for guests? If not, how do we arrange for guest transfer/shuttle service?

7. Accessibility: Is the venue accessible for guests with mobility challenges (e.g., ramps, elevators, accessible restrooms)?

8. On-Site Coordinator: Will a venue representative be on-site the entire day of the wedding to manage venue logistics, and how do they coordinate with our wedding planner?

Your Next Step: Let's Get Planning

This checklist is your compass, but remember, my role as your wedding planner is to be the expert navigator. I will manage the communication with the venue, review the contracts, and ensure every logistical detail—from the corkage fees to the power supply—is perfectly aligned with your vision.

Contact me for for a free no-strings attached coffee consultation and we can start the conversation!