Booking a wedding venue in Pretoria East is a serious decision. You sign a contract, place a deposit, and shape the rest of your day around one choice. The right questions during your site visit protect your budget, timeline, and peace of mind.

Use the questions below on every venue visit. Take notes, compare answers, and let each venue earn your booking with clear, written responses.

Is our date open, and how long will you hold it for us?

Start with the date. If another couple holds yours, the rest of the conversation is moot. Find out which Saturdays in your target month are still open, which Fridays and Sundays are open at a lower rate, and how long the venue holds a date for you after a visit.

A venue with a written hold policy gives you room to compare quotes without losing the date. A venue with no hold policy will push you to decide on the spot. Walk away from pressure.

At Riverside Castle, we offer a 72-hour provisional hold on your date after your site visit. Your date is secured once we receive your signed contract and deposit, so your price stays fixed while you decide.

What is included in the package, and what falls outside it?

This is where hidden costs surface. Venues quote in different styles. Venue hire with catering and coordination, fully inclusive packages, and self-catering at selected sites. Ask for the inclusions in writing, line by line, then ask what falls outside.

Common extras to check include the cake, chair covers, linen, the DJ, sound, welcome drinks, corkage, winter heaters, and cleaning fees. Ask whether VAT is included in the quoted price or added at the end. A venue that says everything is taken care of has not given you a quote. A venue that lists each item with a price has.

At Riverside Castle, venue hire covers the venue space, standard tables and seating, and setup access, with full inclusions listed on your quotation. Our prices are quoted exclusive of VAT, and VAT is added to your final quote. We do not offer full dry hire, though self-catering is available at selected venues under set conditions. For a wider planning checklist to use alongside your shortlist, the team at Confetti Daydreams keeps a useful resource for South African couples.

How many guests fit comfortably, and how does the layout flow?

Capacity numbers on a website are usually maximums. Comfort numbers run lower. Ask for the seated capacity at round tables of ten, the seated capacity at long tables, and the standing capacity for a cocktail layout. Then walk the route your guests will walk. Parking, ceremony, drinks, reception, dance floor, bathrooms, and the exit.

Riverside Castle hosts events for about 20 to 400 guests. Ceremonies run in the Chapel for up to 180 guests, receptions in the Castle for up to 180 guests, and outdoor weddings in the Garden Palace for up to 250 guests or the Piazza for up to 400 guests. See the spaces on our weddings page, then walk each layout with us on your visit.

Who is our coordinator, and what does the role cover?

A venue coordinator does a different job from a private wedding planner. Get clarity on three points.

The work the coordinator does on the day, the planning time you receive before the day, and whether the coordinator stays for the full event or hands over after the ceremony. Ask for the coordinator's name and direct contact. A single named contact responds faster than a shared inbox.

At Riverside Castle, your coordinator owns the run sheet, the suppliers on the day, and the timing of the ceremony, speeches, and reception. Each package includes up to three planning meetings, scheduled on weekdays to give you dedicated time. Detailed planning usually starts about six months before your date, and sooner for short-notice bookings.

How do you handle weather, load shedding, and emergencies?

Outdoor weddings in Gauteng face two real risks. Summer thunderstorms and load shedding. Ask about the wet-weather plan, the indoor backup space, and the cut-off time for moving a ceremony indoors. Then ask about power. Does the venue run a generator, and does it cover the kitchen, the sound, and the lighting?

Vague answers signal weak planning. A venue with a tested plan answers in specifics. Riverside Castle runs a backup generator on site, and we confirm the wet-weather plan with you at a planning meeting and again on the morning of your wedding.

What are your payment terms and cancellation policy?

Couples skip this question and regret it later. Ask for the deposit, the payment schedule, and the cancellation policy in writing. Get clarity on five points.

• The booking fee to secure your date
• The interim payment dates and the final deadline
• The refund policy if you cancel
• Whether VAT is included or added at the end
• Whether the venue locks your price for the date

At Riverside Castle, a booking is confirmed once we receive your deposit, your proof of payment, and your signed quotation. Payment plans are available. At least 50 per cent of the booking value is due two months before your event, with the balance settled 30 days before. Monthly instalments are welcome within that structure.

Booking fees and deposits are generally non-refundable, and our full cancellation terms follow the Consumer Protection Act. We accept card payments, not cash on the premises.

Which suppliers do you work with, and which are required?

Some venues require their own suppliers. Others let you bring your own with a surcharge. Ask which suppliers sit on the preferred list and why, whether you must use them, and the fee to bring in your own DJ, photographer, decor, or florist. A short list of trusted suppliers reduces your stress. A single locked supplier limits your options.

Riverside Castle offers in-house catering and decor, and you may also bring your own suppliers. A surcharge may apply for external decor teams, DJs, or self-catering at selected venues. As a licensed venue, we do not allow outside alcohol. Do you offer on-site accommodation, and what does it cost?

Accommodation removes one of the biggest worries on the morning of your wedding. Ask about on-site rooms for the bridal party and close family. Find out the price per room, the check-in and check-out times, parking, security, and early access for hair and makeup.

Riverside Castle offers on-site accommodation in The Chambers, our bridal suite, and eight Piazza Cottages, two Luxury and six standard. These suit your close family, and we share a list of trusted nearby accommodations for larger groups. Standard check-in is 1 pm, and early access is available on request when no function runs before yours. Booking early keeps your group together.

One final question to test the fit

Save this question for the end of the visit. If we had a problem on the day, who would solve it?

A confident answer that includes a name, a phone number, and an example shows the venue takes ownership.

A vague answer tells you to keep looking.