Venue use and exclusivity
“Exclusive use” can mean the full property or just selected event spaces. Ask for an exact list of included and excluded areas.
- Is the entire property private?
- Which areas remain outside the hire?
- Will outside hotel guests or visitors be present?
- What seated dinner capacity is approved?
- What are the ceremony and drinks capacities?
- How many bedrooms and actual beds are included?
Food, drink and staffing
An accommodation package may exclude dinner, drinks, service hours and supplier meals.
- Is catering exclusive or mandatory?
- Are drinks and staff included?
- What dietary or children’s menus are possible?
- What taxes, service charges and overtime apply?
- Can suppliers access the kitchen?
- When must final guest counts be confirmed?
Music and production limits
Permission to hold a party is not permission for unrestricted amplified sound or outside production teams.
- When must amplified music end?
- Are external DJs, bands or singers allowed?
- Whose sound equipment may be used?
- Is electrical power sufficient for production?
- What are load-in and load-out windows?
- Are there noise-level or neighbourhood limits?
Weather, safety and travel
A weather fallback should be beautiful AND functional for two distinct events: the ceremony and seated dinner. Confirm both layouts, example images, pricing, set-up timing and weather decision threshold.
- Can you show real ceremony backup photos, a styled layout and its seated capacity?
- Is there an attractive dinner backup sized for all guests at seated tables?
- Who will build both setups and how long does the changeover take?
- Who makes the weather call, against which criteria and by what deadline?
- Are the extra equipment, temporary structures and costs specified in writing?
- Will routes, restrooms and emergency exits remain accessible and safe in rain or strong winds?
Contracts and payments
The final document should name dates, hours, inclusions, taxes, change policy and contact responsibility.
- What deposits and milestones are due?
- What is refundable if cancelled?
- What happens after postponement or force majeure?
- What insurance applies?
- Which charges can be added afterwards?
- Who is the onsite contract owner?
Continue planning