A venue walk-through is where most of a wedding's later problems get created or avoided, and the questions that matter are rarely the ones printed on the venue's own brochure.
Capacity with a dance floor, not just the room
A venue's stated capacity is usually the number of people who fit in the room seated, with no allowance for a dance floor, a stage, a bar or a buffet station. Ask specifically for the capacity once those elements are included at the layout you actually want, because the gap between the brochure number and the real number can be significant, and it is one of the most common reasons a reception feels cramped.
Weather backup, in writing
Any venue with an outdoor ceremony or reception space needs a genuine indoor or covered alternative, not a verbal assurance that it will be fine. Ask to see the actual backup space, ask how much notice the venue needs to make the call, and ask who makes that call on the day. A marquee counted as the weather backup for an outdoor marquee is not a backup at all.
Catering policy and exclusivity
Some venues require their own in-house catering; others allow a list of approved caterers; a few allow any caterer you choose, sometimes for a corkage or kitchen fee. Establish which of the three applies before you fall for a venue whose catering rules rule out a caterer you already had in mind, and ask what happens to alcohol, corkage and service charges under each policy.
Power, curfew and noise
Ask what backup power the venue has, whether it covers the kitchen and the sound system as well as the lights, and how it is tested. Ask about the noise curfew and whether it is enforced by the venue or by a local authority, since a curfew that ends the music at ten is a very different evening to one that runs until midnight, and the difference is not always obvious from a brochure.
Parking, transport and accommodation
Confirm how many cars the venue can actually park, what happens once that number is exceeded, and whether guest shuttles or valet parking are available or need to be arranged separately. If a meaningful share of the guest list is travelling from out of town, ask what accommodation sits nearby and whether the venue has any arrangement with it.
Accessibility and ceremony options
Ask directly about step-free access to the ceremony space, the reception and the bathrooms, rather than assuming a venue that looks accessible is accessible throughout. Ask what ceremony options the venue supports on-site, since some venues host only the reception and expect the ceremony to happen elsewhere.
What the hire fee actually includes
Get a full, itemised list of what the hire fee covers: tables, chairs, linen, a set number of hours, setup and breakdown time, cleaning, security. Ask what is billed separately and what happens if the event runs over the contracted hours. A cheaper hire fee that excludes half of this can end up costing more than a higher fee that includes it all.
- What is the capacity with a dance floor, stage and bar included at our preferred layout?
- What is the indoor or covered weather backup, and who decides to use it on the day?
- Is catering in-house, an approved list, or fully open, and what fees apply either way?
- What backup power exists, and does it cover the kitchen and sound as well as the lights?
- What is the noise curfew, and who enforces it?
- How many cars can the venue park, and what happens once that is full?
- Is there step-free access to the ceremony space, the reception and the bathrooms?
- What exactly is included in the hire fee, and what is billed separately?
A good venue survives every one of these questions without a vague answer. That, more than the view from the terrace, is what tells you it will hold up on the day.
How much capacity should we allow for a dance floor and stage?
There is no single figure, since it depends on the room's shape and the size of the dance floor you want, but it is common for a room's real capacity to drop meaningfully once a dance floor, a stage or band area, and a bar are added to a layout that was quoted seated only. Always ask the venue to plan the layout with you, at your actual guest number, rather than relying on the largest number quoted on their website.
What should a venue's weather backup plan actually include?
A genuine indoor or fully covered space large enough to seat and feed your full guest count, not simply the marquee itself if the ceremony was meant to be under open sky, and a clear process for who decides to use it and by when. Ask to see the backup space during your walk-through rather than taking a description on trust, and ask how much setup time the venue needs if a late change is called.
Is it normal for a South African venue to charge corkage?
Yes, corkage is a common and legitimate charge at venues that allow you to bring your own alcohol, and it varies from venue to venue rather than following a fixed national rate. It is worth asking for the exact corkage figure in writing and factoring it into your comparison between venues, since a venue with a lower hire fee but higher corkage can end up costing about the same as one with a higher hire fee and no corkage at all.
