Questions Couple Should Ask While Touring a Wedding Venue (Toronto Edition)
Choosing the perfect wedding venue is one of the biggest decisions you’ll make during the planning process. It shapes your design, your budget, your logistics — and ultimately the entire experience for you and your guests. As a luxury event design studio in Toronto, Ethereal Creators tours venues with couples weekly, and we’ve learned exactly which questions bring clarity, confidence, and the best results.
Whether you’re considering iconic properties like Hotel X, The Arlington Estate, Liberty Grand, Casa Loma, Royal Ambassador, or exploring hidden gems across Toronto and the GTA, these questions will help you walk into each tour prepared and empowered.
1. What is the maximum guest capacity — and does it change by layout?
Many venues list a capacity on their website, but the actual number varies depending on whether you want:
Round tables
Long harvest tables
A large dance floor
Lounge spaces
A stage, live band, or extended head table
At Ethereal Creators, we always review floor plans before design begins because a creative layout can often increase comfort and space flow — especially for South Asian, African, and multicultural weddings with larger guest counts.
2. What are the setup and teardown timelines?
This is one of the most important questions couples forget to ask.
Venues like Arlington Estate and Hotel X are flexible and understand complex design builds. Others — like Casa Loma, for example — have strict timing windows due to daytime operations. Your setup window will determine:
The scale of your floral installation
Whether ceiling treatments are possible
Whether a full room transformation can happen
How many design teams are needed
Ethereal Creators always coordinates this timeline with your venue and planner to ensure a seamless build.
3. What is included in the venue rental (and what is not)?
Luxury venues differ greatly in what they include. Ask specifically about:
Tables + chairs
Linens
Chargers, cutlery, glassware
AV, lighting, and microphones
Ceremony chairs
On-site décor restrictions
Dance floor size and material
Some high-end venues include elevated basics, while others require upgrading everything. This is where design budget clarity really matters.
4. Are we allowed to bring in outside décor, florals, lighting, or draping?
This is essential for couples booking Ethereal Creators for a transformation-focused wedding.
Some venues allow full creative freedom. Others have guidelines for:
Rigging
Ceiling installations
Candle usage
Open flames
Floral density
Heavy structures
As a design studio, we always contact the venue directly to confirm what’s possible before presenting your final design.
5. What backup options exist for ceremony or cocktail hour?
In Toronto — where weather can change hourly — you need a Plan B that still feels beautiful.
When viewing a venue, ask:
Where will the ceremony move if it rains?
Will the room feel crowded, dark, or cramped?
Does the venue charge for flipping a room?
Is there a tenting option if outdoors?
Ethereal Creators designs both Plan A and Plan B so both feel equally elevated.
6. How does the venue handle lighting?
Lighting transforms everything — especially luxury florals and reflective décor.
Ask about:
Natural light availability
In-house lighting packages
Dimmer control
When lighting techs are on-site
Whether you can bring in a third-party company
Venues like Hotel X shine in natural daylight, while others require strategic design lighting to achieve the right ambiance.
7. Are there noise, music, or timing restrictions?
Some hotels and historic venues have limitations due to surrounding residents or city bylaws.
Ask clearly:
What time can your DJ or band play until?
Are fireworks or sparklers allowed?
Is amplified sound restricted outdoors?
These details affect your timeline and entertainment planning.
8. What are the food and cultural accommodation options?
For multicultural events, this matters more than most couples realize.
Ask if the venue offers:
Halal
Kosher
Vegan
South Asian or fusion menus
Outside caterer access (and what the fee is)
Venues like Royal Ambassador have strong Halal options, while others may require outside catering.
9. How many events does the venue host per day?
A single-event venue allows the entire day to revolve around your schedule.
Multi-event venues may have:
Shared lobbies
Restricted access
Limited setup windows
Quicker turnovers
Both can work beautifully — but you need clarity.
10. Are we allowed a design walkthrough/Site vists with our décor team?
This is crucial for execution.
A walkthrough determines:
Ceiling rigging points
Electrical access
Candle permissions
Flow of guest movement
Space for installations
