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Wedding coordinator Imogen D'Cruz from hotel & wedding venue, The Milner York, shares the key points to check with your venue, to avoid stress and hidden costs
Around 80 per cent of couples planning their wedding start the process within the first two months after getting engaged. While excitement is high, wedding experts warn that many couples only realise certain crucial details after they have booked their venue, often leading to unexpected costs, stress or lastminute compromises.
Imogen D’Cruz, Wedding Coordinator at The Milner York, has revealed the most common things couples say they “wish they’d known” before committing to their dream wedding venue, offering timely advice for those still finalising plans or newly engaged.
1. What’s actually included in the price
Don’t assume everything comes with the venue.
“It sounds obvious, but this is one of the biggest surprises for couples,” says Imogen.
“Items like tables, chairs, linens or even glassware aren’t always included in venue hire, even at beautiful, high-end spaces.”
She advises couples to request a detailed breakdown early on.
“Knowing exactly what’s included, and what’s an extra, helps avoid budget shocks later down the line.”
2. Make sure ‘exclusive use’ really is exclusive
Check whether the venue is truly all yours for the day.
Imogen explains that “couples are often surprised to discover their venue may be hosting another wedding or event on the same day.
“This doesn’t necessarily mean a bad experience, but it’s important to understand which areas are exclusively yours, especially when it comes to outdoor spaces and photographs.”
3. Experienced staff on the day make all the difference
The right coordinator can be a lifesaver.
Imogen recommends “confirming exactly who will be on-site and what their role will be, so expectations are clear.
“Also, having an experienced venue coordinator can completely transform the wedding day. They keep everything running smoothly behind the scenes, often without couples even realising.”
4. Timing restrictions can shape the whole celebration
Setup, curfews and access times all matter. “From early noise curfews to limited setup windows, timing rules can impact much more than
you might expect,” says Imogen.
“Supplier access is just as important as the party’s finish time,” she adds.
“It affects everything from décor and entertainment to the overall flow of the day, so getting this right early can make your wedding run seamlessly.”
5. Always have a clear Plan B for weather
Outdoor ceremonies remain incredibly popular, but couples are often unclear on their backup options.
Imogen says: “Always ask to see the indoor alternative and understand when the decision needs to be made. Knowing there’s a solid Plan B gives real peace of mind.”
6. Corkage and drinks packages can quietly add up
Little extras can hit your budget fast.
“Corkage fees and minimum spends often seem small at first, but they can quickly increase the overall cost,” Imogen explains. “Understanding overage charges and guest drinking patterns helps couples budget more realistically.”
7. Think about your guests, not just the look
Practical details can leave lasting impressions.
“Couples naturally fall in love with how a venue looks,” says Imogen, “but practical details like parking, nearby accommodation and accessibility are just as important.
“These are the things guests remember and talk about long after the day.”
8. Don’t assume first pick of hotel rooms
Booking on-site accommodation takes planning.
Imogen says “When booking a hotel venue, many couples assume they’ll automatically get first choice of on-site rooms.
“It’s important to clarify how rooms are allocated and when they’re released to the public to avoid disappointment.”
9. Venue layout affects atmosphere more than expected
The way your space feels depends on your guest numbers.
“A beautiful space still needs to work for your guest numbers,” explains Imogen. “Large rooms can feel empty with smaller weddings, while tighter spaces can feel crowded. The layout should complement both your style and your numbers.”
10. Accommodation logistics can sneakily add stress
Small details can make a big difference for your guests - and you.
“Check-in times, room allocations, and where luggage will be stored are often overlooked,” says Imogen. “These little practicalities may seem minor, but they directly affect how relaxed your day - and your guests’ experience - feels.
“Planning these details ahead of time ensures everyone arrives and settles in smoothly, letting you enjoy the day without unnecessary stress.”
To round off, Imogen adds: “Your venue isn’t just a backdrop - it sets the tone for your whole wedding. Asking the right questions early can save you money, time, and unnecessary stress, so you can actually enjoy planning your big day instead of deliberating over the small stuff.
“With wedding season just around the corner, I always tell couples to take a breath, look beyond the pretty photos, and make sure their venue really works for both their dream day and the practical side of things.”
Find out more about The Milner York at www.themilneryork.com
