You have found the perfect venue, the date is available and the manager is asking for an advance. Stop for a moment. Many wedding disputes, such as surprise charges, double bookings or last-minute rule changes, happen because important details were never written down. Use this checklist to make sure your venue booking is clear, fair and on paper before you pay.
Before You Pay Any Advance
- Visit in person at the same time of day as your function.
- Confirm the exact date and time slot in writing, including setup and clearing time.
- Check the venue's ownership and that the person collecting money is authorised.
- Ask for a written quotation listing every charge.
- Read reviews and talk to families who held weddings there.
What the Contract Must Include
Basics
- Names of both parties, venue address and contact numbers
- Function names, dates and exact timings
- Spaces booked (lawn, hall, rooms, bridal room, parking)
- Guaranteed minimum guest count and maximum capacity
Money
- Total cost and per-plate rate, with what each plate includes
- GST and service charges stated clearly
- Advance amount, payment schedule and final payment date
- Charges for extra guests beyond the guaranteed count
- Receipts for every payment
Facilities
- Power backup: generator capacity and diesel charges
- AC hours for banquet halls
- Toilets, changing rooms and bridal suite
- Parking capacity and valet
- Rooms included, check-in and check-out times
Rules and Restrictions
- Music and DJ cut-off time
- Fireworks and baraat rules
- Outside caterers, decorators and photographers: allowed or not, and any "outside vendor" fee
- Alcohol policy and corkage charges
- Decor restrictions (nails, open flames, confetti)
Hidden Charges to Ask About
- Overtime per hour beyond the booked slot
- Electricity and generator diesel
- Cleaning and damage deposit
- Extra charges for early setup
- Security and bouncers
- Royalty or licence fees for music
- Charges for using the venue's furniture, linen or crockery
Cancellation and Changes
- Refund policy if you cancel or postpone
- What happens if the venue cancels or double-books
- Force majeure terms for events like extreme weather or government restrictions
- Whether the date can be shifted and at what cost
On the Day
- Name and number of the venue coordinator on duty
- Time for vendors to enter and set up
- Process for returning the security deposit
Compare venues properly first. Read what to ask when you visit a banquet hall and marriage garden vs banquet hall vs resort, then plan costs with the Budget Calculator. Our complete wedding planning checklist covers everything else.
Frequently Asked Questions
How much advance do wedding venues usually take?
Many venues ask for 20–50% at booking, with the balance before or on the event date. Always get a receipt and written terms.
Is the advance refundable if I cancel?
It depends on the contract. Many venues keep part or all of the advance, so read the cancellation clause before paying.
Should GST be included in the quote?
Ask the venue to state clearly whether quoted prices include or exclude GST and service charges.
What if the venue changes the rules after booking?
That is why every rule should be in the signed contract. Written terms protect you from last-minute changes.
