Venues shape what is possible long before flowers and linens are selected. Gather the constraints early, ideally in writing, so your design decisions are built on facts rather than assumptions.
Access and installation
Ask when vendors can enter, when all items must be removed and whether setup can begin the day before. Is there a loading area, elevator or long carry from parking? Who provides carts and where can empty containers be stored? A narrow access window can turn a simple plan into an expensive one.
Confirm who can move venue furniture and whether a floor plan must be approved. If the ceremony and reception share a space, ask exactly how the room flip works and how long it takes.
Rules that affect the look
Ask about open flame, adhesives, hanging installations, freestanding structures, confetti, petals, water-filled vessels and outdoor staking. Get dimensions and weight limits for anything overhead. Do not assume another wedding’s photos prove a technique is currently allowed.
Check what the venue already provides, including tables, chairs, linens, easels or signage stands. Ask about condition and exact dimensions, then decide whether to use them. This is a key step in the budget process.
Weather, storage and the last hour
Where is the indoor ceremony option? When is the weather decision made, and who makes it? Can both layouts be held until that point? Our weather contingency guide helps map those answers into a usable plan.
Ask who handles trash, wax, packaging and rental pickup after the event. If a pickup happens the next morning, confirm secure overnight storage and venue access. Share the answers with every supplier, not only the person designing the room.