Blog 3—How to Choose the Perfect Wedding Venue: a Step-by-Step Guide
Choosing the perfect wedding venue is one of the most exciting (and important) decisions in your wedding planning journey. The venue sets the tone for your entire event and often shapes your other choices. Whether you're dreaming of an elegant ballroom or a cozy outdoor garden, the venue is where your big day will unfold, and you want it to be nothing short of perfect. Here’s your guide to choosing the venue that will make your wedding day unforgettable.
1. Set Your Wedding Vision and Theme
Before you even begin touring venues, it’s essential to have a clear vision of your wedding day. Ask yourselves a few key questions:
What kind of vibe do we want for our wedding?
Do we want a formal, traditional ceremony or something more relaxed and casual?
Should the venue reflect our personalities or hobbies, like a vineyard or a beach?
Having a theme or overall feel in mind will help narrow down your venue search. For instance, if you’re going for a boho vibe, you might lean toward a rustic barn or a garden, while a classic black-tie affair may suit a ballroom or upscale hotel.
2. Set a Realistic Budget
Wedding venues can vary greatly in price, depending on location, size, and amenities. Establishing a budget early on will prevent you from falling in love with a venue you can’t afford. A good rule of thumb is to allocate 40-50% of your total wedding budget to the venue, including the rental fee, catering, decorations, and any other services provided by the venue.
When considering costs, make sure to account for additional expenses such as:
Vendor fees (photographers, florists, DJs, etc.)
Catering costs (if not provided by the venue)
Transportation (for guests or for the wedding party)
Décor and lighting (if you plan to do it yourself)
3. Consider the Size: Max Guest Count and Space
The size of your guest list should heavily influence your venue choice. You don’t want your venue to be too cramped for a large guest list or too spacious for a small, intimate wedding. Make sure the venue can comfortably accommodate your number of guests, including room for dinner, dancing, and other activities.
Maximum guest count: Double-check the venue’s capacity and ensure it matches your expected number of guests.
Indoor vs. Outdoor: If you're considering an outdoor venue, make sure the location has an indoor backup in case of bad weather. For indoor venues, assess whether the space feels open enough or too confined for your wedding.
Bridal/Groom Suite: Does the venue offer a separate bridal/groom suite for you to get ready, or will you need to arrange this elsewhere?
4. Choose the Right Location
The location of your wedding venue is crucial for both you and your guests. Think about the convenience and accessibility of the venue, especially for out-of-town guests. You’ll also want to consider:
Proximity to accommodations: Are there hotels or other lodging options nearby for your guests? If not, you might need to arrange transportation.
Parking: Is parking available for your guests? If so, is it free or is there a fee? Is there enough parking space to accommodate all of your guests?
Noise ordinances: Ask about any noise restrictions or curfews at the venue. Some venues may have a cut-off time for music or celebrations, especially in outdoor or residential areas.
Trash removal: Ensure the venue takes care of trash collection and cleanup after the event, or whether you’ll need to hire a service for this—these unexpected fees can add up quickly if you do not allot for it ahead of time!
5. Check Availability
Popular wedding venues can book up months—or even years—in advance. Once you’ve narrowed down your list, check the availability of the venues on your preferred wedding date(s). If a venue is already booked, don’t be discouraged; many venues offer a range of available dates and may even be able to accommodate you on a similar date.
If you have flexibility with your date, you may be able to get a better deal or discounts, especially during off-peak seasons.
6. Ask About Mandatory Vendors and Restrictions
Some venues may have restrictions on what vendors you can bring in. Here are a few things to inquire about:
Mandatory vendors: Does the venue require you to use certain vendors (caterers, photographers, florists, etc.), or can you bring in your own? Venues with mandatory vendors may be more expensive, but they can also take some planning stress off your plate.
What is prohibited: Some venues have rules against certain things, like using candles, sparklers, or confetti. Make sure you’re aware of these rules in advance to avoid disappointment on your big day.
7. Review Policies for Cancellations, Payments, and Hours
Before signing a contract, be sure to understand the venue’s policies and terms:
Cancellation policy: What happens if you need to cancel or reschedule? Ask about the deposit and refund policies, and make sure you’re comfortable with them.
Included hours: How many hours does your booking include? Does the time start when you arrive or when your guests arrive? If you plan on an extended celebration, you may need to book extra hours or plan for an overtime fee. Will you have the venue for the duration of the rehearsal/rehearsal dinner the night before? Will you have to be cleaned up and out of the venue the night of your wedding or will you be allowed back the following morning?
8. Consider Included Amenities
It’s essential to know exactly what’s included with your venue rental to avoid hidden costs later:
Tables, chairs, linens: Does the venue provide all the basic furniture (tables, chairs, bar) and linens, or will you need to rent these items separately?
Kitchen facilities: Is there an on-site kitchen available for your caterers? If not, will they have access to an outside kitchen or food prep area?
Decor and lighting: Ask if the venue includes any basic décor or lighting options, or whether you’ll need to rent these as well.
9. Visit Multiple Venues
Even if you find a venue that seems perfect on paper, it’s essential to visit several venues to get a true feel for the space. Walk through each venue and pay attention to:
Ambiance: How does the space make you feel? Is it warm and welcoming? Does it have the vibe you want for your special day?
Lighting: Is the venue well-lit, or will you need additional lighting? Poor lighting can create an unflattering atmosphere, especially for photos.
Acoustics: Test the sound, especially if you plan to have live music or speeches. Ensure the acoustics are good for your needs.
Don’t forget to take photos during your visit so you can compare them later and make the best decision.
10. Trust Your Instincts
Ultimately, the perfect venue will feel right. After considering all the practical factors, listen to your gut. Does the venue align with your vision? Are you excited to picture your wedding there? If the answer is “yes,” you’ve found the right spot.
Conclusion:
Choosing your wedding venue is a thrilling part of the planning process, but it can also feel overwhelming. By setting a budget, considering your style, and visiting a variety of locations, you’ll be able to find the venue that checks all the boxes. Be sure to ask the right questions, from guest capacity to vendor restrictions, to ensure there are no surprises on your big day.
Pro Tip: To stay organized, create an Excel spreadsheet where you can list all the major questions you want answered during your venue tours. Include columns for things like guest capacity, pricing, availability, policies, and included amenities. This way, you can easily compare the pros and cons of each venue, ensuring you make an informed and stress-free decision.
Trust yourself, take your time, and soon you’ll have the perfect location to say “I do” and start the next chapter of your love story.
