Get a FREE Spanish Wedding Venue Checklist
At Wedding Venues Marbella, we understand that choosing the ideal location for your wedding is the most significant decision you will make after saying ‘yes’ to your partner. Your chosen venue does more than just host your ceremony and reception, it sets the atmosphere for every moment, from the grand entrance to the final dance. Every architectural feature, lighting detail and landscape view contributes to a narrative that reflects your personalities and tells your love story. It is not merely about four walls or a plot of land, it is about finding a canvas on which your vision comes to life.
Over the years, we have curated a collection of outstanding properties across Spain, including sun-drenched Andalusian cortijos, stately Catalan masias nestled among olive groves, serene fincas lining the Valencian coastline and regal historic palaces in Madrid. Each venue is vetted for its beauty, logistical feasibility and ability to deliver exceptional service. Our commitment is to guide you towards spaces that embody your style, whether rustic elegance, contemporary minimalism or timeless romance, while staying within your budget and exceeding your expectations.
This comprehensive venue-tour checklist is designed to keep you organised, informed and confident during every viewing. Begin each section by reading the two introductory paragraphs to understand why these considerations matter, then use the bullet points to capture crucial details on the spot. By applying the same set of questions at every venue, you will be able to compare spaces objectively, avoid common oversights and make decisions with clarity.
Keep this guide on hand at every tour to record observations in real time.- Use consistent criteria to evaluate and compare different venues.
- Delegate note-taking to a trusted friend or family member if desired.
- Digital tools, such as our downloadable template, streamline side-by-side comparisons.
- Prioritise must-have elements but remain open to unexpected delights.
- Return to this checklist before signing to confirm all details are in order.
Define Your Vision & Budget
Every couple brings their own sense of style, cultural traditions and practical needs to the planning process. Whether you imagine exchanging vows beneath rustling olive branches in an Andalusian countryside estate or dancing the night away in a modern loft overlooking Marbella’s skyline, it is essential to translate your dream into concrete elements. Start by brainstorming adjectives—romantic, intimate, grand, whimsical—that embody your ideal day. Then discuss with each other and any contributing family members which features are non-negotiable, such as an onsite chapel, a waterfront terrace or a vaulted barn, and which are nice-to-haves, like a live band licence, fireworks display or vintage furniture rentals.
Once your vision is articulated, it is time to align aspiration with affordability. Industry best practice suggests allocating approximately 30% of your total wedding budget to the venue and catering combined. Break your overall budget into categories—venue, catering, attire, photography, décor, entertainment—and assign each a preliminary percentage. This framework allows you to see where flexibility exists. For instance, if a venue’s rental fee is higher than planned, you may adjust your décor budget or trim guest numbers. Having clear figures before you begin touring venues will save you from disappointment and empower you to negotiate with confidence.
- Identify your aesthetic keywords and compile inspirational images.
- List non-negotiable features and secondary preferences.
- Agree on a total budget and earmark 30% for venue and catering.
- Break remaining budget into categories with percentage allocations.
- Compare venue package tiers on weddingvenuesmarbella.com.
- Maintain a dynamic comparison spreadsheet to track quotes and inclusions.
Check Availability & Date Options
Spain’s premier wedding venues, such as coastal fincas in Mallorca or vineyard estates in La Rioja, often book well over a year in advance, especially for Friday-to-Sunday celebrations during peak spring and autumn seasons. When you first contact a venue, propose at least two or three potential dates, including off-peak alternatives like weekday or winter sessions. Flexibility can yield cost savings, more vendor options and better negotiation leverage. Note that unique local events, such as festivals, public holidays or major conferences, can inflate rates or limit accommodation availability, so research regional calendars before locking in dates.
In your initial enquiry, ask how far ahead the venue’s calendar typically fills up and whether any discounts apply to non-peak dates. Some properties offer reduced rates for Sunday weddings, January and February ceremonies or midday receptions. Clarify the deadline by which you must secure your date, usually by signing a contract and paying a deposit, and any penalties for postponement. Understanding these timing and pricing dynamics will help you weigh the benefits of date flexibility and budget allocation.
- your preferred date and two or three reasonably flexible alternatives.
- Inquire about peak versus off-peak pricing differentials.
- Ask how far in advance you need to sign to secure your date.
- Explore weekday, Sunday or winter-month discounts.
- Check for local blackout dates or high-demand events.
- Note any penalties or fees for postponement or rescheduling.
Venue Capacity & Guest Experience
A venue’s maximum capacity provides a baseline, but it does not guarantee comfort or flow. A grand ballroom built for 200 guests may feel cavernous with 80, or uncomfortably packed at 180. Ask for sample floor plans or example layouts from previous weddings that mirror your estimated guest count. Whenever possible, visit the space while another event is in progress or with a walk-through mock-up. Seeing actual table setups and seating arrangements will help you gauge how guests will feel and move.
Beyond raw numbers, consider the guest journey over the course of the day, from arrival to the ceremony, through cocktail hour and onto the reception. A layout that clusters ceremony and reception areas too closely can lead to congestion, while excessive distance between sites may confuse attendees. Ideally, the venue offers defined zones, like lounge areas, ceremony lawns and dining halls, that facilitate a natural progression. Good sightlines, clear signage and thoughtfully placed seating ensure everyone enjoys unobstructed views and effortless movement.
- Verify the venue’s stated maximum and minimum capacities.
- Obtain floor plans and photos of past weddings with similar head counts.
- Evaluate guest traffic flow from arrival to ceremony to reception.
- Check for dedicated cocktail or lounge spaces.
- Ensure all seating offers clear sightlines to the ceremony focal point.
- Test sound projection for live music or speakers at anticipated capacity.
Location & Accessibility
Logistics play a pivotal role in guest comfort and punctuality, especially if many attendees travel from abroad or distant regions. Confirm that your chosen venue is within reasonable distance of major transport hubs, including airports, train stations and highway exits. When touring, assess actual travel times during peak traffic hours. Wedding Venues Marbella provides detailed transport breakdowns for each listing, helping you plan shuttle services or coach transfers if necessary.
Onsite parking capacity, valet services and block-booking arrangements with nearby hotels can significantly enhance the guest experience. Ask the venue about partnerships with local accommodation providers, such as rural casas, beachfront resorts or city hotels, and inquire about special room rates or room-block policies. If any guests have mobility challenges, ensure the site offers ramps, lifts and accessible restroom facilities. Clear wayfinding signage from the entrance to ceremony and reception spaces reduces confusion and stress.
- Note distances and drive times to airports, train stations and main roads.
- Inquire about on-site parking spaces, valet and coach transfers.
- Explore hotel partnerships and group room-block booking rates.
- Confirm accessibility features: ramps, elevators and accessible WCs.
- Review signage and wayfinding from main entrance to event areas.
- Ask about public transport routes and taxi availability nearby.
Catering & Tasting Policy
Spanish venues often pride themselves on showcasing local ingredients, such as Jamón Ibérico in Andalucía, seafood paella in Valencia or fine Rioja wines. Determine whether catering is managed exclusively in-house or if external suppliers are allowed. If you have a preferred caterer, clarify the venue’s vendor flexibility. Wedding Venues Marbella flags properties based on their openness to outside suppliers, making it easier to identify venues that match your culinary vision.
During your tasting session, confirm how many guests and dishes are included in the base package, and whether additional tasters incur a fee. Detail corkage policies, cake-cutting charges and bar-package options, including open bar, limited selections and drink tokens. Transparent, itemised catering quotes ensure there are no budget-busting surprises on your final invoice. Do not forget to discuss dietary requirements and allergen accommodations, as vegetarian, vegan and gluten-free menus may require advance notice or supplementary charges.
- Confirm in-house versus external catering rules and fees.
- Review sample menus, local specialities and customisation options.
- Verify tasting parameters: number of dishes, guests and any extra cost.
- Ask about corkage, cake-cutting and bar-package charges.
- Ensure dietary requirements and allergens are fully accommodated.
- Clarify gratuity structure and service charge percentages.
Amenities & On-Site Services
Venues that include essential rentals, such as tables, chairs, linens, lighting and AV equipment, can dramatically reduce your planning workload and overall costs. During tours, request a list of standard inclusions and optional upgrades. Evaluate getting-ready suites for natural light, power outlets and space for hair, make-up and wardrobe. Pre-wedding preparations are not just logistical, they shape the morning-of atmosphere and create important photo opportunities.
On-site coordinators or event managers provided by the venue can be invaluable allies. Ask what level of day-of support is included: will there be a dedicated planner on site? Can they liaise directly with your suppliers? What contingency plans, such as a backup generator or extra tech support, are in place for equipment failures? Reliable amenities and professional coordination free you to enjoy every moment rather than worry about last-minute hiccups.
- Check which rentals are included in the base package.
- Tour preparation suites for light, outlets and space.
- Ask about Wi-Fi, sound systems and technical support.
- Confirm availability of an on-site coordinator or event manager.
- Inquire about contingency plans for power or equipment failures.
- Review optional rental enhancements and associated costs.
Logistics & Vendor Guidelines
To avoid day-of confusion, secure clear vendor guidelines well in advance. Confirm load-in and load-out windows for florists, entertainers and rental companies. Identify service entrances, freight elevators and any on-site storage areas. Wedding Venues Marbella notes each property’s delivery limitations, enabling precise supplier scheduling.
Local regulations, such as noise ordinances, curfews and permit requirements, can have a major impact on your timeline and entertainment options. In some municipalities, live music must end by a certain hour, or amplified sound is subject to decibel limits. Confirm whether event liquor licences or special permits are needed. Also verify insurance demands, since many venues require liability coverage with the venue listed as an additional insured.
- Confirm supplier load-in/load-out schedules and access points.
- Ask about service elevators, ramps and freight doors.
- Clarify noise curfews, decibel limits and permit requirements.
- Verify insurance coverage and supplier certification needs.
- Review any décor installation or removal policies.
- Check for restrictions on open flames, pyrotechnics or confetti.
Contracts, Fees & Policies
Contracts can conceal fees such as VAT, service charges, gratuities and cleaning levies. Always request a fully itemised quote that includes your guest count, selected services and any potential extras. Review the payment schedule, including deposit amounts, due dates and accepted payment methods, to ensure they align with your cash flow.
Understand the venue’s cancellation and postponement policies. Some venues retain non-refundable deposits if you need to reschedule, while others offer credits or flexible rebooking options. Knowing these terms upfront minimises financial risk. Ask about force-majeure clauses and whether weather-related cancellations are covered. Clarify refund timelines and whether any penalties apply.
- Review deposit amounts, deadlines and payment methods.
- Request itemised quotes including VAT, service fees and extras.
- Clarify cancellation, postponement and refund provisions.
- Confirm accepted payment types, such as bank transfer or credit card.
- Note any non-refundable or administrative fees.
- Verify force-majeure and weather cancellation clauses.
Weather & Plan B
Even Spain’s sunniest climates can bring unexpected showers or high winds. Confirm that your contract includes access to an indoor alternative, covered veranda or pavilion at no additional charge. Determine whether the venue supplies tents, heaters and flooring, or if you must arrange external rentals. Clarify who is responsible for setup, who pays any extra costs and how much notice is needed to implement the backup plan.
Discuss logistics for switching venues on the day, including hours required for teardown and setup, staffing considerations and communication protocols. Ask if the backup space offers equivalent amenities, such as lighting, AV and furniture, and whether décor can be transferred seamlessly. A solid weather contingency plan ensures minimal disruption so you can focus on celebrating.
- Confirm inclusion of indoor backup ceremony and reception spaces.
- Ask about in-house tent, heater and flooring provisions.
- Determine responsibility for setup and related fees.
- Clarify notice period needed to activate Plan B (hours or days).
- Verify amenities of backup space match the main venue.
- Review force-majeure and weather cancellation policies.
Personalisation & Extras
Your wedding should reflect your personalities and tell your unique story. Ask about creative allowances, such as whether you can hang floral installations from beams, use open flames like candles and sparklers or host a fireworks display over the grounds. If you dream of drone footage soaring above vineyards or live flamenco dancers setting the night alight, ensure these elements are permitted and properly insured.
Browse real-wedding galleries and read past couples’ testimonials on weddingvenuesmarbella.com to see how venues have accommodated bespoke touches. Peer insights often reveal supplier recommendations, hidden fees and creative ways to accentuate the space. A venue that welcomes personalisation, such as monogrammed signage, custom lighting schemes and brand-aligned décor, will help you craft an event that feels truly yours.
- Clarify décor restrictions for hanging items, open flames or confetti.
- Ask about permissions for fireworks, drones or special effects.
- Verify policies on live performers and entertainment technology.
- Browse real-wedding photos and couple testimonials online.
- Inquire about custom branding options such as monograms or signage.
- Seek supplier recommendations from past events.
Work With Wedding Venues Marbella
- Download our printable checklist template to bring on every tour. (HERE)
- Explore our curated selection of Spanish wedding venues and tailored packages at weddingvenuesmarbella.com
- Schedule your first venue tour and compare using this guide. – Contact Us
Here’s to discovering the perfect backdrop for your unforgettable celebration!
