10 Questions to Ask When Touring North Texas Wedding Venues

​10 Essential Questions to Ask When Touring North Texas Wedding Venues

Choosing the perfect wedding venue is one of the most critical decisions you'll make during your wedding planning journey. To ensure you select a venue that aligns with your vision and needs, it’s essential to ask the right questions during your tours.

​Here are 10 crucial questions to ask when touring North Texas wedding venues.

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1. What Dates does the Venue Have Available?

With a short timeline, date availability is a top priority. Ask the venue about their available dates and any flexibility they might have.

• Weekday vs. Weekend: Consider if a weekday wedding could offer more availability and potential cost savings. Usually in North Texas Saturdays are the most expensive date (there are way less of them then there are weekdays) and Sundays/Fridays are a step lower in venue rental cost, with Monday - Thursdays being the most affordable venue rental rate. 
• Peak vs. Off-Peak: Inquire about off-peak dates, which might offer more availability and better rates. Some Texas wedding venues offer lower rates during the hottest and coldest times of the year - July/August and January/February. Hawthorn Hills does not increase rates during the popular times of the year and instead offers a discount for dates that are within 4 months. 
• Holiday Rates: It's very common and understandable that holidays are typically a higher rate - just like most careers, team members sacrifice family time to be there for you so being able to count on a higher hourly rate helps to thank them for their time. In addition, even weekday holidays are typically found to be the same cost as a Saturday due to the limited availability. 

2. What Is Included in the Venue Rental Fee?

Understanding what’s included in the rental fee will help you avoid unexpected venue costs. Ask each wedding venue about:

• Tables, Chairs, and Linens: Are these provided, or will you need to rent them separately?
• Setup and Cleanup: Does the venue handle setup and cleanup, or is this your responsibility?
• Security: Is this included, do they coordinate or do you need to take care of both payment and scheduling?
• Staffing: Will someone from the venue be on-site to assist during the day? Are there any required staff/bartending services you should know about and what costs are associated with them?
  

3. Do You Offer On-Site Coordination?

On-site coordinators can significantly reduce your stress on the wedding day.
Ask if the venue provides a coordinator and what services they offer. This part is very important - not all venue coordinators are the same. Some operate more like venue hosts, while others are also professional coordinators or have years of experience. It's important to know the difference. 

• Day-of Coordination: Ensure there’s a point person available to handle any issues that arise on the day of your wedding. Ask for a detailed list of what specifically they do - timeline management? Timeline creation and floorplan design? Do they communicate with your vendors? Will they have an assistant?
• Planning Assistance: Some venues offer comprehensive planning services, resources and meetings to assist you throughout the process.

To learn more about our services and our signature process check out details HERE or grab our welcome guide - we'd love to assist your day and show you about our incredible team and property.

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4. What Are Your Catering Options?

Food is a crucial part of your wedding experience and typically in the top 5 of every couple's priorities. Having catering bundled or a part of your venue's all inclusive package can streamline your planning, save you from additional emails and meetings and it also ensures a cohesive, smooth day. Most of the time, the all inclusive packages also save you money either on the menu itself or with the added services and staffing included during the planning process and on wedding day.
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Ask about the venue’s catering options:

• In-House Catering: Does the venue have an in-house caterer, or will you need to hire an external one? If you are able to being in an outside caterer, do they have requirements like insurance and permits? 
• Menu Customization: Can the menu be customized to accommodate dietary restrictions and preferences? Are there different menu options to browse through and choose from?
• Tasting Sessions: Is a tasting session included to sample the menu options? Is this done with the venue team or the Chef? Where is the tasting session located?

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5. Can We Bring Our Own Vendors?

If you have specific vendors in mind, ensure the venue allows external vendors. Ask about:

• Preferred Vendor List: Does the venue have a list of preferred vendors, and are you required to use them? If there is a preferred vendor list you need to operate from you should also ask what qualified them to be on the list, how often they've worked with them (recently), and if they paid the venue to be on the list. Having worked at different venue locations I can share with you that not all preferred lists are the same and knowing these details will help you tremendously when choosing your venue.  
• Vendor Restrictions: Are there any restrictions or additional fees for bringing in outside vendors? Lately we have had quite a few couples in North Texas sharing stories of added fees to bring in their own caterer that ranged from $500 - $2,000 paid to their venue, in addition to their caterer. This price range is significant so be sure to ask up front, just incase you choose to go this route. 

6. What Are the Venue’s Alcohol Policies?

Alcohol service can vary widely between venues, and in Texas most of those policies and rules are driven by the TABC. Each county, city and venue can have their own set of rules to follow so it's important to ask these and not assume that every venue is going to be the same. Clarify the following points:

• Bar Service: Does the venue provide bar service, or do you need to hire a separate vendor? If you are able to hire your own vendor are there any requirements the venue has? Or do they have a pre-approved list to keep this simple for you?
• Licensing and Insurance: Ensure that the venue and any external bar vendors have the necessary licenses and insurance. 
• Alcohol Policies: Are there any restrictions on the types of alcohol that can be served? 

The most common policies include: no shots/neat drinks, all alcohol must be served from the bartender (guests cannot bring in their own), and that alcohol may not be kept on-site overnight. 

7. What Is the Venue’s Capacity?

Make sure the venue can comfortably accommodate your guest list. Ask about:

• Seated Capacity: How many guests can be seated for a formal dinner?
• Standing Capacity: How many guests can the venue accommodate for a cocktail-style reception?

Are these truly different? YES! Seated dinners, with room for a dance floor, photobooth, buffet line, DJ and more take up significantly more room per person versus our cocktail style receptions that incorporate both seated and standing tables to encourage guest mingling, dancing and typically do not serve a formal dinner. 
Cocktail receptions are also a great way to save money, and are very popular with food trucks as well. 

8. Are There Any Noise Restrictions?

Understanding noise restrictions can help you plan your entertainment. Inquire about:

• Music End Time: Is there a specific time by which music must end?
• Noise Levels: Are there any restrictions on the volume of music or live performances?

9. What Is the Venue’s Backup Plan for Inclement Weather?

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In North Texas, outdoor weddings are the most requested and most popular ceremony option as well as cocktail hour setting. Weather can be unpredictable, so having a backup plan is crucial for outdoor weddings:

• Indoor Options: Does the venue have indoor spaces available as a backup? What does this look like and have they done it before? In most cases venues have an easy answer and this process is not only beautiful but much more simple than you think. 
• Tent Rentals: If the venue is primarily outdoor, do they offer tent rentals or have recommendations? Keep in mind that most tents need installed day(s) prior to the wedding and are not taken down until a day or two after.

10. What Are the Payment and Cancellation Policies?

Understanding the financial aspects of your venue contract is vital:

• Payment Schedule: What is the payment schedule, and are there flexible payment options?
• Retainers Versus Deposit: How much is it to retain the date? The retainer is typically a part of your total, applied to your balance and is not refundable. The deposit however it typically used for damages, broken policies, over hours, unexpected day of add-ons. How much is the deposit, and is it refundable? 
• Cancellation Policy: What is the cancellation policy, and are there any penalties?

By asking these essential questions, you’ll gain a comprehensive understanding of what each North Texas wedding venue offers and be better equipped to make an informed decision. Remember, your venue sets the stage for your entire wedding, so choosing the right one is paramount.
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Looking for your perfect North Texas wedding venue? Contact us today to schedule a tour and discover how we can make your dream wedding a reality!

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