Most venue viewings focus on the ceremony room and the wedding breakfast. But the evening is where your guests spend the most time, and a few questions now can save your DJ, your photo booth team and you a lot of hassle on the day.
Screenshot this list and take it to every viewing. You won’t need to ask every question at every venue, but the answers will tell you a lot about how the evening will actually work.
Space and layout
Where does the evening entertainment usually go?
Ask to see exactly where the DJ sets up and where a photo booth would sit. Some venues have a fixed spot; others are flexible. You want the booth close enough to the dance floor and bar to feel part of the party, but not blocking a fire exit or the route to the toilets.
How much floor space is there once the tables are in?
A room can look huge when it’s empty. Ask for a floor plan with the evening layout, including the dance floor, so you can see whether there’s room for a booth plus a queue of excited guests in front of it.
Does the room get turned around after the wedding breakfast?
Many venues use the same room for the meal and the party. If so, ask how long the turnaround takes and where guests go while it happens. This affects when your evening suppliers can set up and when the booth can realistically open.
Power and access
Are there plug sockets where the DJ and booth will be?
Both need mains power. A socket on the right wall avoids cables running across walkways. If you’re planning anything outdoors or in a marquee, ask what power is available there too.
How do suppliers get equipment in?
Ask about parking for supplier vehicles, the nearest door to the evening room, steps and lifts. Historic buildings, upstairs function rooms and barns down long tracks are all lovely, but your suppliers need to know what they’re dealing with before the day.
Timings
When can suppliers set up?
Some venues are happy for suppliers to set up during the day; others only allow access once the wedding breakfast is cleared. Our staffed booth team arrives an hour before the booth opens, so the answer helps us plan the timings. Self-service options like the Party Pod and Digital Pod are dropped off during the day, so they need a setup window earlier on.
What time does the music have to stop?
Get the exact finish time for music, the bar and guests leaving the building. These are often three different times. Your DJ and booth hours should be planned around them, not the other way round.
Is there a curfew or a time the room must be empty?
Ask how long suppliers have to pack down. Some venues need the room cleared quickly for a breakfast service or another event the next morning.
Noise and rules
Are there noise limits or a sound limiter?
Some venues, particularly those near homes or in historic buildings, have sound limiters that cut the power if the volume goes over a set level. Your DJ needs to know in advance.
Are there restrictions on effects?
If you’re considering smoke, haze or cold spark fountains for your first dance, check what’s allowed and whether the fire alarm system is sensitive to haze.
What paperwork does the venue need from suppliers?
Many venues ask every supplier for public liability insurance and PAT test certificates for electrical equipment, sometimes weeks before the wedding. Ask what they need and by when, then pass that on to each of your suppliers so nothing is chased at the last minute.
People and contacts
Who will be our coordinator on the day?
The person you plan with isn’t always the person on duty on the day. Get the name and number of whoever will be running your wedding, and share it with your suppliers.
Do you have a list of recommended suppliers, and can we use our own?
Some venues have a recommended list; others have an approved list you must choose from. Find out which before you book anyone.
What to do with the answers
Once you’ve booked, write the key details on one page: setup times, power points, access, finish times, sound limits and the coordinator’s number. Send it to your DJ, photo booth company and anyone else working the evening. Our guide on how to brief your wedding suppliers shows you how to put that page together.
If you book a DJ through our sister company EventsDJ alongside a booth from us, we share the details between both teams, so you only have to explain things once.
Read more: choosing the right wedding entertainment, why not all DJs are the same and our evening reception timeline. Or meet our wedding DJ.
FAQs
How much space does a photo booth need?
It depends on the booth, and open booths also need space in front for guests to gather. Tell us about your room when you enquire and we’ll advise.
Can a photo booth go outside?
It’s best kept indoors or under cover with access to power. Weather in Yorkshire is never guaranteed, even in July.
Do I need to tell the venue I’ve booked a photo booth?
Yes. Let them know who’s coming, roughly when, and where the booth will go, so the space is ready.
Found the venue and ready to plan the evening? Request a quote or use the form below and tell us where you’re getting married.
