Booking your wedding venue? Here is what to think about.

A simple guide to the questions that make the biggest difference.

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The venue sets the shape of your whole wedding: the guest count, the food, the style and a large part of the budget. A beautiful photo only tells you part of the story. Here is what to find out before you say yes.

A beautiful view of Söderfors Herrgård. Photo: Birgit Walsh

1. Start with your guest count and budget

Both decide which venues are possible. A place that fits 60 people very well may be too small for 120, and a venue that is cheap to hire can cost more once food, drinks and extras are added. Know your numbers first.

Not sure what is realistic? Book a Planning Session with one of our wedding planners to go over your budget.

2. How many guests actually fit?

Capacity is not one number. Ask for the figures for the ceremony, the seated dinner and the dancing, and ask to see a floor plan. Ask the same about the rain plan, because the backup room is often smaller.

3. Catering and drinks: in-house or external?

This makes a big difference to both price and freedom. Ask:

• Is the food made by the venue, or can you bring your own caterer? Is there a list of approved caterers?

• What is the kitchen like for an outside caterer?

• How are dietary needs handled?

• Does the venue have the licence to serve alcohol?

• Who serves the drinks, and can you bring your own? Is there a corkage fee or additional fees to doing so?

4. Is the venue only yours?

Ask if there are other events or visitors on the same day, and what the rules are for music, curfew and noise.

If you want the venue completely for yourselves, ask what a “buyout” would cost.

5. Getting there, and getting home

Think about your guests. How do they arrive: car, train, taxi? Is there parking, and can cars stay overnight? Is a shuttle needed? In Sweden, distances and late-night transport are easy to underestimate.

The same applies if you have the ceremony at another location, how does the transportation in between work?

6. Where will people sleep?

Ask how many guests can stay at the venue, whether there is a minimum number of nights, and where the others can stay nearby. Guests who sleep close by relax more, and stay longer.

No need to worry for costs, as in Sweden and many parts of Europe it’s custom to ask the guests to pay for their own accommodation.

7. What happens if it rains?

Ask to see the backup space. Ask if it costs extra, who decides to move inside, and when. Our rain post is coming soon.

8. Who helps on the day?

Find out who your contact is, what they handle, and whether you can bring your own coordinator. A venue manager looks after the venue. A coordinator looks after you. Learn the difference.

9. The costs that appear later

Ask about overtime, cleaning, rentals such as furniture and linen, service charges, VAT (in Sweden called ‘moms’), minimum spend and deposits.

10. Dates

Popular venues, especially for summer weekends, can be booked more than a year ahead. If your date is flexible, a weekday or an off-season date can give you more choice and a better price.

Final tip: take this list to every visit and ask the same questions at each venue, so you can compare them fairly.

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Not chosen yet, or not sure which venue fits? We can match you with a wedding planner who knows the venues and can help you choose, free of charge.

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