Choosing your wedding venue? Let’s talk about it.
One of the very first things you’ll do after setting your budget is locking in your venue, and it’s always a good idea to tour it before signing anything if possible.

Why? Because your venue sets the vibe for everything else. Guest count, decor, timeline, it all starts here.

So today, we’re breaking down 10 questions you have to ask before booking so you’re not left saying, “Wait, that wasn’t included?” later on.

This is your day. Let’s make sure your venue actually works for you.

Image from: Assaf Friedman & Venue Steam Whistle

1.Do You Host More Than One Event In A Day?

This is super important, especially if you're dreaming of having the entire venue to yourself for your celebration.

If the venue hosts more than one event per day, make sure to ask what that setup actually looks like. Will your guests have a private entrance? Are the same staff working both events? How are the spaces separated?

Many venues do offer exclusive-use options, but keep in mind that those typically come with a higher price tag.

If you’re looking for a beautiful venue at a more accessible rate, a shared option might be a great fit. Just make sure you’re clear on how the space is used, so nothing feels crowded or rushed on your day.

Another super important piece of this question comes down to what happens if there’s a second event happening at the same venue on your date.

If that’s the case, ask what the turnover looks like between events. Will the staff be flipping rooms while your guests are arriving? Will there be any overlap with parking, entrances, or noise?

You deserve a day that feels smooth, unrushed, and fully focused on your celebration, and sometimes that’s the biggest worry couples have when it comes to sharing a venue.

Just remember, it’s not always a dealbreaker, but it is something you want total clarity on before signing.

2. Is Parking Available On-Site?

If there's parking onsite, how much space is available? Will guests be charged, or is it included in the venue fee? Sometimes you may be able to add valet parking to make it an even more seamless experience for guests, whether you cover the costs for everyone, or guests can have the option to go with valet parking.

The Globe And Mail Centre, for example, offers parking onsite, but it isn’t included in the package just paid parking.

3 . Are Clients Required To Use Certain Vendors From Your List?

Most venues will have a preferred vendor list, and some may even require you to choose vendors exclusively from that list. Others are more flexible and will let you bring in your own team.

Before you book, confirm the details. Some of the vendors on their list might not align with your style, your budget, or your priorities, and for some couples, that’s a dealbreaker.

Take Graydon Hall, for example. They have a specific list of preferred vendors, which helps ensure everyone working your event knows the space, the flow, and the standard expected.

If you're dreaming of working with a specific florist or planner, be sure the venue will allow it before you sign. And if you love the idea of a team that already knows the space inside and out, a preferred list can actually be a huge win.‍

4. What's Included In The Price?

When booking a venue, don’t just ask for the price; ask what that price actually includes.

Are tables, chairs, linens, and setup staff part of the package? What about security, cleaning, or bar service? Some venues are all-inclusive, while others are more à la carte.

Knowing exactly what’s covered helps you see the real cost of the venue and plan accordingly for florals, photography, rentals, and more.

Packages vary so much from venue to venue, so be upfront and ask early. You’ll thank yourself later when your budget actually makes sense.

5. What Is The Backup Plan For Rain Or Inclement Weather?

This is something you always want to consider, weather can shift by the hour, and having a solid backup plan is a non-negotiable.

If you’re planning an outdoor ceremony or reception, most venues will also reserve an indoor space just in case. But don’t just assume it’ll work; make sure to actually tour that space and ask yourself if you’d still be happy getting married there.

It’s also smart to ask: How far in advance do we have to make the call to move everything inside? Some venues need to know the day before, others decide morning-of.

Outdoor weddings can be so magical and beautiful, but this one detail can turn into a major stress point if you’re not prepared. A great rain plan means you can relax no matter what the forecast says.

Claudia and Co Wedding Weather Tip

Wind, sudden cold fronts, or unexpected heat waves can all show up uninvited. Make sure to ask your venue what weather flexibility they offer, think patio heaters, fans, shaded areas, or tenting options.

And if you’re planning an outdoor ceremony, don’t forget to ask: What happens if it rains the day before? Will the ground be muddy? Is there proper flooring or stone paths for guests in heels?

Your weather plan isn’t just about rain, it’s about comfort, calm, and keeping your day beautiful no matter what the forecast says.

6. What Is The Capacity?

Room capacity is a big one, because it helps shape your entire guest list. But here's the catch: the listed max capacity doesn’t always tell the full story.

That number might not include space for a dance floor, DJ booth, or lounge area. And just because a venue technically fits 150 people doesn’t mean it’ll feel good with 150 people.

We tell our clients: aim under the max. That way, your tables can be spaced out, guests won’t be sitting elbow-to-elbow, and your reception will have that easy, elegant flow everyone loves.

Bottom line? Max capacity isn’t your goal number. It’s the hard limit, and going just under it can make your wedding feel way more luxe and comfortable.

7. How Much Is The Deposit?

Every venue will require a deposit to secure your date, so make sure to ask exactly how much it is, and whether it’s refundable. Spoiler: it usually isn’t, and that should be outlined clearly in your agreement.

But here’s something most couples don’t think to ask: If something comes up, can that deposit be transferred to another date or used toward a future event? Some venues are flexible, others aren’t, best to know upfront.

Also, ask about the payment schedule so you’re not caught off guard later. You’ll want a clear idea of when each payment is due as your wedding gets closer, because no one wants to be scrambling for invoices during the final countdown.

‍8. Do You Provide In-House Catering?

This is a key question to ask early on. If the venue offers in-house catering, that’s one less vendor you’ll need to book, which can simplify your planning process.

Some venues offer a house caterer and allow outside vendors, with a fee. Others are more strict and require you to choose from their preferred list only. Be sure to ask what your options are before signing anything.

Take Steam Whistle, for example. This beautiful venue across from the CN Tower is known for its luxe-rustic charm and has primary and preferred catering list. If you’re hoping to bring in a different caterer, you’ll need to ask for approval, and there’s usually a fee involved.

Bottom line? Ask early so you’re clear on both your flexibility and your food options.

9. Is There A Food & Beverage Minimum?

This is a really good one to ask, especially if you're planning a more intimate wedding. Some venues have a food and beverage minimum, which means you’ll need to spend a certain amount no matter how many guests you’re inviting.

So if your guest list is on the smaller side, you may still be paying more per person just to meet that minimum.

Understanding this upfront helps you plan your budget more realistically and ensures you're not surprised when the catering costs add up quicker than expected.

Claudia and Co Tip

Not all venues calculate the food and beverage minimum the same way. Some include cocktail hour, dessert tables, and bar packages, while others only count plated meals or dinner service.

If you're planning extras like a signature cocktail or late-night bites, ask if those can go toward the minimum. And don’t forget to check if taxes and service fees are included in the total, or if they’re added on top.

Getting clear on what applies helps you hit the mark without overspending in the wrong areas.

10. What Other Fees Can You Expect? (Service, Landmark, Security, etc.)

While most fees should be outlined in your venue agreement, it’s always smart to ask about them upfront. These extra charges can sneak up on you and significantly shift your budget if you’re not prepared.

Here are some common add-ons to watch for:

• Service Fees
This is typically a percentage added to your food and beverage total, think 15 to 20 percent. It covers things like staffing, setup, and admin, but it’s not a gratuity. This is one of the most common line items that catches couples off guard.

• Landmark or Venue Fees
Some historic or high-profile venues charge an additional rental fee just for using the space. These are often separate from your per-person catering cost and can be several thousand dollars on their own.

• Security Fees
Many venues require licensed security, especially for events with alcohol. Sometimes they’ll arrange it and bill you later, other times you’ll need to hire approved security vendors yourself.

• Cleaning or Maintenance Fees
Ask if post-event cleaning is included or if there’s a flat fee for cleanup. Some venues charge extra if the space isn’t left in a certain condition.

• Overtime Charges
Planning to party late? Make sure you know the cut-off time. Venues often charge by the hour if your event runs past the contracted end time, and it can be steep.

• Vendor Access or Early Setup Fees
If your florist or rental team needs access the night before or earlier in the day, some venues charge for extra hours or staff support..

TL;DR

Your wedding venue is the first major decision you’ll make after setting your budget, and it affects everything from your guest count to your decor and timeline.

But here’s the thing: just because a space looks stunning doesn’t mean it works for your wedding.

Before you sign, make sure you’re asking the right questions.
We’re talking must-knows like:
• Will there be another event happening the same day?
• What’s actually included in the price?
• How far in advance do I have to decide on a rain plan?
• Are there hidden fees I should be aware of?

Extra Tip: Why a Planner Can Make All the Difference‍

Touring venues can feel like a lot, so many details, layouts, packages, and fine print to consider. That’s why having a wedding planner by your side can make all the difference.

Planners know which questions to ask, what red flags to look for, and which venues align with your style, budget, and guest count. They’ll save you time, energy, and money, and make sure you’re not missing any hidden details.

At Claudia and Co., our full planning package includes venue selection, vendor recommendations, and a design experience that brings your wedding weekend to life from start to finish.

We take on a limited number of clients each year to keep things personal and truly custom. If you’re planning a 2025/2026 or 2027 wedding (if you're ahead of schedule!), now’s the time to start dreaming it up.

We’d love to meet you.

At Claudia and Co, we understand that wedding planning can be overwhelming. That's why we're here to guide you through the process. Let us help you create the wedding of your dreams, without the stress of managing every detail on your own. Contact us today to schedule a connection call and start planning a memorable, meaningful celebration of your dreams.

We’re here to bring your vision to life!