DEVENT planning resources
Outside Wedding Suppliers: Questions to Ask Your Venue
Before paying a supplier, ask whether your venue allows that service and what conditions apply. A short conversation can prevent timing conflicts and duplicated charges.
List the services you want to bring in
Tell the venue about each relevant provider: catering, cake, flowers, styling, furniture, photography, entertainment or transport. Ask which services the venue supplies itself and whether it permits an outside provider for the same role. Policies can vary by room and package.
Ask about conditions and documents
Confirm whether suppliers need to provide evidence of insurance, complete an induction or meet other venue requirements. Ask who reviews those documents, when they are due and whether the supplier has agreed to the conditions. Do not assume that a directory listing means a provider is approved by a venue.
Check all charges in writing
Ask whether the venue charges for outside catering, cake service, loading, cleaning, security or overtime and which fees apply to your plans. Compare those charges with the supplier’s own delivery, setup and collection quote to avoid missing costs or counting an item twice.
Confirm the physical access
Share loading points, lifts, stairs, parking, power and room dimensions with each provider. Ask when they can enter and when hired items must be collected. Confirm who receives deliveries and whether the venue can store anything overnight.
Coordinate setup and service
Put the agreed arrivals, sound checks, room changeover and food service into one run sheet. Decide who can approve a change on the day and how the venue and supplier will communicate. For food allergies, the guest and food provider should discuss the specific meal directly.
Review the final agreement
Keep the venue’s written conditions, the supplier’s quote and the accepted scope together. Ask about cancellations, substitutions and what happens if access or timing changes. Check any relevant consumer rights and seek advice for a specific dispute.
Worked example · illustrative details
A florist and a venue package
The venue includes basic table centrepieces, while the hosts prefer an outside florist. They ask whether the included pieces can be removed, whether the florist needs documents and when installations and hired vases must be collected. The answer is confirmed in the quote.
Your next steps
- List every outside service you hope to use.
- Confirm the venue’s rules, documents and applicable charges.
- Agree access, timing and collection with each provider.
- Record responsibilities in the final run sheet.
Common questions
Can a venue refuse an outside supplier?
Venue policies and agreement terms differ. Ask about the specific service and conditions before paying the supplier.
Who pays an outside-supplier fee?
Check whether a fee applies and who is responsible in the written venue and supplier agreements.
Useful next steps
Sources and further reading
Explore DEVENT before choosing your plan
Try sample tools and review current access, plan availability and automatic communication requirements.
View current plans