The Essential Questions to Ask When Viewing Wedding Venues in Oxfordshire and the Cotswolds
I am supporting various couples with their venue search at the moment, wedding planning should be a wonderful time full of excitement. It can however feel overwhelming with all the big decisions and keeping everyone happy. One of the first (and most important) steps in planning your special day is choosing your wedding venue. The right setting provides the backdrop for your entire celebration, influencing everything from the style of your décor to your budget and even your guest experience.
As a wedding planner covering Oxfordshire and the Cotswolds, I’ve visited countless venues from stately manors and historic colleges to modern dry hire venues and barn venues Each venue offers something unique, but knowing what questions to ask during your viewing is absolutely essential.
Whether you’re considering a fully serviced venue or exploring the increasingly popular dry hire venue option, this guide will help you feel confident and prepared when meeting venue coordinators or owners.
What Is a Dry Hire Wedding Venue?
Before we dive into the questions, let’s clarify one key term: dry hire venue.
A dry hire venue means that you rent the space itself, the venue provides the location, but not necessarily the catering, bar service, furniture or décor. This gives you complete flexibility to bring in your own suppliers, choose your own menu and design your day exactly how you envision it.
Dry hire venues are especially popular in Oxfordshire and the Cotswolds, where many barns, country houses and private estates offer this format. They’re perfect for couples who want a highly personalised, creative wedding or who already have trusted suppliers they’d like to work with.
When viewing venues, it’s vital to ask detailed questions about what’s included (and what isn’t) so you can budget accurately and avoid surprises later on
Venue Details: Understanding the Practicalities
Your venue will set the tone for your entire wedding day, it also needs to work practically. Here are key questions to ask:
1. What’s the venue’s capacity for both ceremony and reception?
Ensure the space can comfortably accommodate your guest list. Ask whether the maximum number differs between the ceremony, seated dinner and evening party.
2. Is the ceremony and reception space the same or separate?
If it’s the same space, find out how long it takes to “turn around” the room between the ceremony and reception or reception and dancing. Ask where guests will go during this transition, perhaps the gardens or a drinks reception area.
3. Is furniture provided?
Ask whether the venue includes tables and chairs, and if so, what they look like. Confirm the size of the tables to ensure your linen hire will fit properly. A small detail that can save a big headache later!
4. What sound system or AV equipment is available?
Even if you’re hiring a DJ or band, it’s helpful to know whether the venue provides speakers, microphones or a built-in sound system. Some dry hire venues may require you to bring all your own equipment.
5. Can we have a rehearsal the day before?
A quick run through can calm nerves and help the bridal party feel prepared. Confirm if the venue allows access the day before and whether there’s an additional fee.
6. What’s the backup plan for bad weather?
This is particularly important for outdoor ceremonies and drinks receptions. Ask what the wet weather alternative looks like, it should be just as beautiful and not a last minute compromise.
7. Are there dressing rooms or prep spaces for the wedding party?
Getting ready on site makes the day more relaxed. Check whether these rooms are included in the hire fee and how early you can access them.
8. Are there any décor restrictions?
Some venues restrict open flames, confetti, or hanging at height for safety reasons. Always check before you plan installations such as ceiling draping, candles or sparkler exits.
9. Is the space wheelchair accessible?
Accessibility is often overlooked but vital. Ask about ramps, accessible toilets and parking so all guests feel comfortable and included.
10. Is parking available for guests?
For rural Cotswold wedding venues, parking is often plentiful, but city centre Oxfordshire venues might charge or have limited spaces. Also check if there’s space for suppliers’ vehicles and any overnight restrictions.
11. What are the toilets like and are there enough for your guest count?
It might not be the most glamorous question, but it’s one of the most practical! For marquee weddings or outdoor spaces, you may need to hire additional facilities.
12. How many venue staff will be present on the day?
Even for dry hire venues, there’s usually a coordinator or security on-site. Confirm their role and hours of presence.
13. Who will be my main point of contact before and during the wedding?
You’ll want a dedicated person who understands your plans. If you’re hiring a wedding planner, they will liaise directly with them to handle logistics.
14. Do you require event insurance, and if so, what value?
Many venues insist on public liability insurance often between £2 million and £5 million. Your planner or insurer can help you arrange this.
Food and Beverage: Catering Clarity
Food is a huge part of your wedding experience and a key area where dry hire venues differ from full service ones.
1. Does the venue have in house catering?
If so, ask to see sample menus and check if they can customise dishes. For dry hire venues, confirm whether you can bring your own caterer and if there are any kitchen facilities, power and water sources available.
2. Can we schedule a tasting?
If catering is provided in house or through a recommended supplier, ask when you can book a tasting and whether there’s a charge.
3. Can you accommodate dietary restrictions?
Confirm options for vegan, gluten-free, halal, kosher or allergy-specific guests.
4. Can we bring our own alcohol, and is there a corkage fee?
Many dry hire venues allow you to bring your own wine or champagne, but may charge corkage for service. Clarify the rates for different drinks sometimes spirits have a separate policy.
5. Are bartenders provided, and is there a bar package?
If not, you’ll need to arrange your own bar team. For marquee weddings, bar companies or service staff (if you plan to purchase your own) can be hired. Check if the venue has the necessary alcohol licence.
Suppliers: Building Your Dream Team
Every couple’s vision is brought to life by their suppliers from florists and photographers to caterers and musicians.
1. Do you have a list of preferred or required suppliers?
Some venues work exclusively with approved suppliers who know the space well. While this can be helpful, dry hire venues typically give you full freedom to choose. Ask if there’s flexibility.
2. Is there a designated area or green room for the band or DJ?
Musicians and entertainers often need space to store equipment or take breaks. This is especially useful for longer receptions.
3. Do you take commission from any suppliers?
Transparency is key. It’s helpful to know whether recommendations are based on quality or financial arrangements.
Availability and Timings: Securing Your Perfect Day
Once you’ve fallen in love with a venue, availability can be the deciding factor.
1. Is my preferred date available?
If your dream venue is popular (as many in the Cotswolds and Oxfordshire are), enquire as early as possible, 12 to 18 months in advance is ideal.
2. How many events do you host per day or weekend?
Some venues host multiple events, while others offer exclusive use. Exclusive hire often means more privacy and flexibility with setup.
3. How long do we have the venue for on the day?
Clarify the hire window does it include setup and breakdown time, or just guest hours?
4. Is there an option to extend hours if needed?
If you’d like to continue dancing past midnight, check whether late night extensions are possible and if additional fees apply.
5. What time can suppliers arrive for setup?
This is crucial for florists, caterers and production teams. Many dry hire venues offer early access but confirm specific times to avoid logistical clashes.
6. Are there noise or curfew restrictions?
Village and countryside venues often have strict sound limits due to local regulations. Ask if there’s a decibel cap or curfew.
Pricing: Understanding the Fine Print
Budgeting accurately is one of the most important parts of planning your wedding.
1. What is the total cost, and what does that include?
Ask for a detailed breakdown of the venue hire fee does it include lighting, staff, cleaning or any furniture? Dry hire spaces often require you to bring in almost everything, so clarify exactly what’s provided.
2. What is the deposit amount, and when is it due?
Many venues request a non refundable deposit to secure your date, often around 25–50% of the total hire cost.
3. When is the final payment due?
Typically, the balance is due one to two months before the wedding day. Knowing this helps with your cash flow planning.
4. Are there any additional fees?
Look out for hidden costs like service charges, security, rubbish removal, power usage or cleaning fees.
5. What’s the cancellation or refund policy?
Life can be unpredictable ensure you understand your rights in case you need to postpone or cancel.
Making the Most of Your Venue Visit
When viewing venues, take plenty of photos, short videos and notes to help you remember each space. After a few viewings, details can start to blur!
If you’re touring dry hire venues, bring your wedding planner along if possible. Your planner can ask the technical questions, assess layout potential and spot logistical considerations that couples often overlook.
Remember there’s no “one-size-fits-all” perfect venue. The best choice is the one that feels right for you, suits your vision and fits within your budget. With the right preparation and the right questions, you’ll be well on your way to finding a space that sets the perfect tone for your unforgettable celebration.