Planning a wedding in Minneapolis is exciting, but before you sign a contract, you’ll want to know exactly what you’re getting. Touring spaces with no plan in place can lead to unpleasant surprises like unexpected fees, scheduling conflicts, or layout snags. That’s why having a list of questions to ask wedding venue staff before booking is the most important step in comparing locations and making sure nothing is left to chance. A detailed wedding venue checklist is essential to help you make sure you’ve considered everything from capacity to catering.

In this post, we’re sharing our ultimate local-first wedding venue questionnaire so you can book with confidence and absolutely zero surprises. Check out the Lumber Exchange Event Center to see how our amenities are the perfect complement to the historic and adaptable venue spaces in downtown Minneapolis.

In case you are only getting started on your venue search, you might also like our article How to Select a Perfect Venue You’ll Absolutely Love. It walks you through the big picture issues before you get into the nitty gritty of asking questions.

Start With the Must-Knows

Date Holds and Exclusivity

1. Is our preferred date available, and can you place a soft hold?

Some venues offer a courtesy hold for a couple of days, while others require a deposit up front.

2. Do you host multiple events on the same day?

If so, ask about spacing and sound isolation. At Lumber Exchange Event Center, up front event floors that are dedicated to one client at a time for privacy.

3. Is the rental exclusive-use or specific rooms only?

This is important to know for photo spaces, guest flow, and privacy.

4. Is a rehearsal included?

Ask when it’s scheduled and how long you have access to the space.

Real Capacities by Layout

5. What’s the capacity for seated dinners, cocktail receptions, and ceremonies?

Confirm numbers for each floorplan you’re considering to avoid crowding or last-minute floorplan changes.

Pricing, Minimums, and Fine Print

What’s Included vs. Add-Ons

6. What exactly is included in the base rental price?

Tables, chairs, linens, audiovisual equipment, setup/teardown, and cleaning. These are all things to double check.

7. What additional fees should we anticipate?

Service fees, taxes, security, overtime, coat check, or staffing charges are all very common and can add up.

8. What security staffing is required or included, and when are guards on duty?

Some Minneapolis venues require security for events over a certain guest count, for late-night receptions, or when alcohol is served. Lumber Exchange Event Center provides professional security staff for evening events to help ensure the safety of your guests and manage entrances.

9. What is the deposit amount and payment schedule?

Ask about credit-card processing fees, too.

10. What’s the cancellation/reschedule policy and refund timeline?

Will you need event or liability insurance? If so, get confirmation of coverage limits and due dates.

Make sure to review the wedding venue policies around décor, alcohol service, and timing so you understand the rules.

Tip: The Lumber Exchange Event Center has always prided ourselves on transparency. This means we provide a clear contract and full disclosure of all inclusions and costs up front so our clients can budget without worrying about hidden surprises.

Food, Beverage, and Bar Packages

An all-inclusive venue can simplify planning by bundling catering, bar service, rentals, and coordination into one package.

In-House vs. Outside Catering

11. Do you offer in-house catering, or do you have an exclusive/preferred list? If the latter, how flexible is the list?

Venues with on-site catering can offer streamlined service and consistent quality for your wedding menu. If you want full flexibility, look for a venue with an open vendor policy so you can choose any caterer or creative partner.

12. Are tastings included, and if so, when do they start?

13. Can we bring in an outside caterer? If yes, what are the requirements? How will the kitchen be accessed? Is there a fee?

14. What bar packages are available?

Hosted, consumption, and cash bar packages each have their own pros and cons so be sure to ask about minimum spends.

15. Do you allow outside alcohol or signature cocktails?

16. Who is responsible for licensing, bartending, and permits?

17. How are dietary needs accommodated?

Ask about allergy protocols and options for vegetarian/vegan, gluten-free, or specific cultural menus.

At the Lumber Exchange Event Center, we offer a variety of flexible bar packages to customize your menu and all our caterers/vendors have been carefully vetted for quality and reliability. So whether you want to choose your own baker or bring in a favorite food truck, you’ll find it easy to tailor the bar and food to your specific tastes without sacrificing convenience or experience.

Vendor Policies & Coordination

Preferred List and Requirements

Some venues have a curated list of preferred vendors they trust for photography and entertainment.

18. Do you have a preferred vendor list? Can we use our own? If so, are there any restrictions?

19. What certificates of insurance (COI) do vendors need?

Get these due dates in advance to reduce stress for everyone.

20. Will a venue manager be on-site all day? What is their role in coordination versus a wedding planner?

21. What are vendor arrival windows, load-in/load-out times and routes, and staging areas? 

22. Is there a freight elevator?

23. Are there any union or building rules vendors must adhere to?

Venues like Lumber Exchange Event Center have a network of pre-vetted vendors we’ve worked with in the past and can provide a list of key coordination notes to keep your vendor timeline running smoothly.

Decor, Production, and Sound

Style and Sound Rules

24. Are there any decor restrictions?

Venue policy often prohibits candles, confetti, sparklers, or ceiling installs.

25. What are the sound policies and curfew times? Are Minneapolis noise ordinances enforced?

26. What AV equipment is included?

Projectors, screens, microphones, and speakers – make sure to ask about allowances and restrictions if the couple will be bringing their own gear.

27. Are there rigging points and specific power specs?

This is important to know for any band, lighting, or special effects needs.

28. How long does the ceremony-to-reception flip take, and where will guests be during this time?

The Lumber Exchange Event Center’s on-site event production team coordinates complex décor and production setups while keeping to building safety standards and restrictions.

Logistics That Make or Break the Day

Access and Amenities

29. What are the setup and teardown windows?

Confirm costs for additional time.

30. Are there getting-ready suites on-site?

Ask about hours, amenities, and guest limits.

31. Can deliveries arrive in advance? Is there overnight storage space for gifts or décor?

32. What are the photo access rules?

Staircases, rooftops, alleys, or other nearby public spaces each have their own policies.

33. How are coat check, gift tables, and signage handled? Will these be provided by staff?

At the Lumber Exchange Event Center, having multiple getting-ready suites, as well as preferred downtown photo spots and access to the skyway system, make for an ideal event location for both couples and vendors.

Guest Experience, Accessibility & Transportation

Making It Easy for Everyone

Confirm ADA accessibility so all guests can move comfortably through entrances, restrooms, and seating areas.

34. Is the venue fully ADA accessible?

Entrances, restrooms, and seating paths should be barrier-free.

35. What’s the parking and transportation situation?

Ask about on-site ramps, valet, validation shuttles, rideshare pickup zones, and overnight rules.

36. Do you have partnered hotels nearby for room blocks?

37. Is Wi-Fi available and strong enough for streaming?

This is great for virtual guests.

The Lumber Exchange Event Center offers ADA-compliant access, nearby parking, and walkable downtown hotel options for easy guest logistics.

Seasonality & Contingency Planning for Minneapolis

Weather-Ready Weddings

38. What’s your severe-weather plan?

Snow emergencies are an important winter-wedding contingency. If you’re getting married during the months of November to March, a clear winter wedding plan is important for snow, ice, and coat storage.

39. How do you handle downtown closures during events like parades, marathons, or festivals?

Minneapolis hosts several large-scale events that can impact street access, parking, and guest arrival. LXMPLS provides advance notice to couples if a major closure coincides with their date and offers alternate arrival instructions, valet coordination, and signage so guests arrive smoothly despite detours.

40. Do you have a backup power or outage plan?

BONUS: What are the cleanup responsibilities?

Ask about recycling and compost policies.

With our indoor ceremony and reception spaces, as well as proximity to the Minneapolis Skyway system for elevated photos, the Lumber Exchange Event Center ensures your wedding day goes forward, whether it’s raining, snowing, or the sun is shining.

Your Venue-Tour Cheat Sheet

Bringing a prepared list of venue tour questions helps you get specific answers during your walk-through and compare locations fairly. Here’s a quick, on-the-go venue questionnaire for your next Minneapolis tour:

• Is our date available, and can you hold it?
• Are we the only event that day?
• What’s included in the rental?
• What’s the capacity for each layout?
• Are tastings included?
• What’s the bar package minimum?
• Are outside vendors allowed?
• What décor is restricted?
• What’s the setup/teardown window?
• Is there ADA access and parking?
• What’s your winter backup plan?

Why Ask These Questions First

Knowing the answers to these questions before you book transforms your venue search from overwhelming to empowering. It will prevent contract misunderstandings, keep your budget on track, and allow you to focus on all the fun parts of wedding planning.

At Lumber Exchange Event Center, we believe in total transparency. That’s why every couple receives clear policies, detailed floorplans, and open communication from the first tour all the way to the final toast. Whether you’re dreaming of a chic downtown Minneapolis wedding or an elegant summer celebration, our downtown location offers the perfect adaptable spaces, trusted vendor network, and an experienced team ready to help bring your vision to life.

Before you book anywhere, use this list of questions to ask wedding venue managers – and see how many “yes” answers you get. With the right information at your fingertips, you can confidently walk into your wedding day knowing there will be no surprises, just an unforgettable celebration.

Ready to start planning? Contact the Lumber Exchange Event Center team to schedule your tour and get answers to your specific wedding venue questions.