Whether your destination wedding takes you to the beach or the mountains, your venue will impact every aspect of your celebration. It sets the tone for your big day and influences your budget, so it’s safe to say that your venue is one of the most important decisions you’ll make on your way to the aisle.

Ideally, you would tour each venue during the research stage. However, with destination weddings, scheduling a trip to your destination can be difficult when balancing planning responsibilities and personal obligations. Fortunately, many wedding venues offer virtual tours that allow you to experience the property from anywhere in the world.

Whether you’re seeing a venue in person or online, the tour provides a chance to discuss your wedding plans with a coordinator and determine whether the space is a fit.

Knowing what to ask can help you make an informed decision and land on the perfect venue for your destination wedding. Here are the questions you need to ask.

Photo by Melani Lust Photography

How many people can fit comfortably?

Capacity is one of the most critical factors in your venue selection, as you must ensure a venue can accommodate your whole guest list. While some properties will list a
maximum headcount on their websites, House of Joy’s Samantha Leenheer notes that it isn’t always an accurate representation of the space.

“Most venues will advertise the maximum guest size that they can fit or the fire code capacity of a room,” she reveals. “But when you let them know you are thinking of a band and a dance floor, they can advise you on what comfortably fits in a space.”

• Come prepared with a vision: While you don’t need a detailed floor plan prepared, it helps to have a general idea of what you envision for the event. For example, if you intend to have a photo booth for guests, it may limit the number of people that comfortably fit in a room.
• Ask about previous events: Instead of asking for the maximum headcount, ask how many people they typically accommodate in the space for a more realistic estimate. “This is helpful to ask because it will allow both catering to serve food efficiently and guests to have space to move and walk around,” Leenheer says. A venue’s capacity is one of the most essential qualifying factors, so asking this question upfront helps you save time before exploring a venue that doesn’t fit your needs.

How many weddings per day does the venue do?

When you picture your destination wedding, do you envision crowded lobbies and hurried employees? Probably not. “Sometimes, destination wedding venues can feel like a factory of sorts,” Loni Peterson of LP Creative Events LP Creative Events shares. “Knowing how many weddings they do per day/weekend will help you gauge how intimate your wedding weekend may or may not feel with other events happening around yours.”

• See how busy they are: If you want to feel like a VIP at your venue, you’ll want to clarify how busy they get during the weekends (or weekdays, if that’s when you’re tying the knot). When a venue hosts too many events on the same day, it can detract from the intimate and exclusive feel many couples desire. Plus, sharing the space with other bridal parties can mean limited access to key areas and less personalized attention from the venue staff.
• Double-check their policies for multiple events: That doesn’t mean you must discount large-scale venues that host multiple events at once. However, in that case, you’ll want to confirm that other events will not interfere with your big day. It’s also worth asking whether each event gets a dedicated coordinator or if you’ll have to share your onsite contact with others.

Photo by Memory Box Photography

What accommodation options are available for my guests?

Hotels and resorts are popular choices for destination weddings, as they provide a venue and guest accommodations in one convenient location. Ensuring your guests have comfortable, affordable accommodations is key to a successful destination wedding.

• Location and accessibility reign supreme: “You’ll want to make sure you
  choose a location that has appropriate options for your guests, which may be
  certain hotel brands, a range of price points, or the ability for families to rent larger properties,” says Vijay Goel of  Bite Catering Couture. “Be mindful of guests who may have children, may need certain levels of service or bedding, may not speak the local language, or may have some sort of disability.” Selecting a venue with various onsite accommodations allows guests to choose what best fits their needs, whether a luxurious family suite or a budget-friendly room for two. Beyond guest experience, you may also find venues with booking restrictions.
• Be mindful of booking restrictions: “Some venues require you to book a certain number of rooms at the venue hotel, and others limit how many rooms you can have,” Cathy O’Connell of COJ Events explains. “Think carefully about how many rooms you will need for your guests and make sure you will be able to secure them at the right price for your guests’ budget.”
• Room blocks: Room blocks are a great perk to consider, as they often come with discounted rates for all your guests. And with the expenses associated with attending a destination wedding, your loved ones will appreciate the savings!

Finding a venue that fits your vision and provides comfortable accommodations means you’ll get to spend more time with your guests in the days surrounding the wedding. Plus, it makes it easier to plan group activities, like welcome parties and local excursions.

What is your backup plan for inclement weather?

It’s all sun and games until storm clouds creep in. Weather doesn’t discriminate, so you still need to consider rain plans — even if you’re tying the knot in a sunny, tropical paradise. Stranger things have happened!

Jen Avey of Destination Weddings Travel Group notes that planning for rain is essential, especially for couples getting married in the Caribbean or Mexico.

• Plan for hurricane season: “It’s important to prepare for inclement weather, especially during popular wedding months like June, as this is the start of hurricane season,” she says. “Speak with your wedding coordinator about backup venue options, and make sure you are comfortable with plan B if you need to move the celebration indoors.”
• Plan B should be comfortable: But an indoor room isn’t enough; you want to ensure the alternative space is just as comfortable and enjoyable as the outdoor venue. For instance, you shouldn’t have to settle for a smaller dance floor or nix your photo booth due to a rainy day. “A seamless indoor option can keep your day beautiful, rain or shine,” assures Craig Peterman of Craig Peterman Photography & Videography. “Make sure the venue has a solid plan B that doesn’t involve cramming everyone into a storage closet if the skies open up.”Even if inclement weather seems unlikely, knowing a property has a backup plan will instill confidence in the venue and ease any nerves during the planning process.

Photo by Melani Lust Photography

How private is the space?

Many couples host a destination wedding for a more intimate experience with a smaller guest list. However, it can spoil the mood if strangers walk by on the beach or photo-bomb your wedding pictures.

• Gauge how much tourist traffic there will be: “Many all-inclusive resorts offer multiple onsite venues to choose from, some of which will be more private than others,” Avey explains. “Ask your onsite coordinator about their privacy policy in regard to the beach or any other venue you may be considering.” While you can’t prevent vacationers from using onsite facilities, you can try to choose a space with less foot traffic. “If privacy is a top priority, consider a more intimate venue such as a hidden garden gazebo or an exclusive rooftop terrace,” Avey adds.

Ask about designated wedding areas that are off-limits to others. If there are none, see if they employ barriers, signage, or personnel to maintain the exclusivity of your event. Ensuring that a venue prioritizes your privacy will help you create an intimate atmosphere without unexpected interruptions or unwanted crashers.

Choosing the right wedding destination venue requires careful research and consideration to ensure every detail aligns with your vision. By thoroughly vetting potential venues, you can confidently select the ideal setting for celebrating with your
loved ones and soaking in all the destination has to offer!