Wedding Venue Checklist (printable, India-specific)
When you visit a wedding venue, you have maybe 60 minutes to evaluate something you'll spend ₹5-50 lakh on. Use this 40-point checklist — the same one BanquetHub's concierge runs on every site visit — and you won't miss anything that matters.
1. Capacity + layout
- [ ] Confirm capacity in banquet-style seating (NOT theatre style)
- [ ] Visualize where mandap, stage, dining, dance floor sit
- [ ] Confirm capacity AFTER mandap + stage take their space
- [ ] Check guest flow from entry → mandap → dining → photo zone
- [ ] Verify wheelchair accessibility for elderly guests
2. Pricing — write it all down
- [ ] Per-plate (veg / non-veg) for your specific guest count, day, season
- [ ] Hall hire (if applicable, with waiver threshold)
- [ ] Catering minimum guarantee
- [ ] GST + service charge structure
- [ ] Decoration cost breakdown (in-house or outside)
- [ ] AV cost (mic, sound, projector, lights)
- [ ] Parking arrangements + cost
- [ ] Overtime per-hour charge
- [ ] Security deposit amount + refund timeline
- [ ] Cancellation tiers (specific days + percentages)
3. Food + catering
- [ ] Veg / non-veg / Jain / specific dietary capabilities
- [ ] Sample menu — request to see actual options at your price point
- [ ] Outside catering allowed? Fee?
- [ ] Outside cake? Cutting fee?
- [ ] Live counter availability
- [ ] Tea/coffee/water station setup
- [ ] Late-night snack / midnight buffet
4. Decor + setup
- [ ] Outside decorator allowed? Fee?
- [ ] In-house decorator portfolio + recent samples
- [ ] Setup access — when can decorator start (4 AM, 6 AM, day-before)?
- [ ] Restrictions (can you use real fire / sparklers / fireworks?)
- [ ] Storage area for items between events
5. AV + music
- [ ] DJ allowed? Music until what time?
- [ ] In-house sound system specs
- [ ] Mic setup (lapel, handheld, hand-mic for priest)
- [ ] Projector + screen for photo / video display
- [ ] Recording / live-streaming capability
6. Day-of logistics
- [ ] Event manager assigned for the day?
- [ ] How many serving staff for your guest count?
- [ ] Parking + valet arrangement
- [ ] Restroom count + cleanliness
- [ ] Power backup / generator capacity
- [ ] AC functioning + how long it can run
7. Contract clauses
- [ ] All written quotes itemized
- [ ] Cancellation tier specifics
- [ ] Date change clause + fee
- [ ] Force majeure (rain, riots, COVID-style closures)
- [ ] Liability for guest injury
- [ ] Refund timeline for security deposit
- [ ] Manager/owner name + direct phone for escalation
8. References + reviews
- [ ] Speak to 2-3 recent hosts with similar wedding size
- [ ] Read reviews on Google + Justdial (filter to recent 6 months)
- [ ] Ask the venue: 'What's the most common host complaint?' (gauge honesty)
Frequently asked questions
How long should a venue site visit take?
60-90 minutes for proper evaluation. Less than 45 minutes = you missed half the checklist.
Should I visit the venue alone or with family?
Both — first visit alone or with partner to evaluate practical fit, second visit with parents/elders for cultural + family-comfort sign-off.
What's the single most important contract clause?
Cancellation tiers + refund timeline. Indian weddings can shift dates for many reasons (family medical, muhurtham change). Confirm refund mechanics in writing.
Talk to a BanquetHub concierge.
We've negotiated thousands of Indian weddings. One concierge handles availability, pricing, and shortlist — your phone number stays with us. Free for hosts.