The wedding venue is one of the most important choices you will make for your wedding. It will be the first platform for your guests to see you and your future spouse interact in a social setting as a married couple. It will also be the first social event that you will host together. That’s why it is important for the venue to make your guests feel comfortable, enjoy the food, entertainment, and celebrate the first day of your lives together.
When to start looking for a wedding venue.
Begin searching for a wedding venue as early as possible. It would be ideal to begin the search after a wedding budget has been determined. This will allow you to determine which venues are within budget and begin building your list. When you have completed building your list, you can then start reaching out to these venues and determine their availability. Popular wedding venues may be booked from 12 – 18 months and you don’t want to have your heart set on a venue that will not be available on a wedding date you set. Many couples have found that the wedding venue availability sets the date of their wedding. You will have more options and potentially better rates during the off season if your wedding dates are flexible.
Have your guest list prepared.
You will need to have a general estimate of how many guests you will have at your wedding when you begin your wedding venue search. You want to ensure there is enough space for your guests to be comfortable and avoid squeezing too many people into a confined spot. You also want to avoid having too few people in a large room. Consider the dance floor space as well to avoid interfering with the dining area.
Determine your wedding style.
Identify your wedding style before you begin your search for a wedding venue. This will allow you to narrow your search. Wedding styles range from traditional, rustic, modern, vintage, romantic, bohemian, etc. Consider the time of the wedding as well, will it be held in the evening or daytime? Are children welcome or will the wedding be adults only? You can match the venue based on the style of the wedding you want.
Develop a list of venues and check availability
Begin contacting wedding venues when you have built out your list. You can have more availability options if your dates are flexible. Confirm the venue’s time and scheduling. You want to ensure you can start and end at the time you want. Bear in mind vendor scheduling and you will need to include setup and prep time.
Begin visiting
Develop a list of potential venues and schedule a visit to each location. While you are visiting each location, be prepared with a list of questions and take note of the following:
Focus on guest experience.
It’s ideal to keep things easy for your guests by trying to make your venue easily accessible. Location will ultimately impact the volume of guests you will receive. Provide detailed travel information if you are having a destination wedding. Always consider the hotels in the area and provide directions from the airport for guests coming in from out of town. Confirm parking will be available for your guests with the venue. Coordinate offsite parking for your guests if there is not enough parking at the venue. Ensure the venue can support your guests with mobility limitations. Inform the guests about additional services provided by the venue such as areas for guests to store personal items during the celebration, staging areas, and free valet parking. Consider the commute times for the area and advise your guests when traffic will be heavy in the area.
Understand the layout and flow.
The layout and flow is important for the wedding. Where will the ceremony take place? How will guests arrive at the reception area after the ceremony? Understand where the cocktails will be served and ensure guests are not crossing through earth other’s paths.
Have an onsite venue contingency plan.
Good weather is never guaranteed and you do not want to have an outdoor wedding reception if it begins to rain. Check with the venue to ensure there is indoor space available in the event of rain for the reception and ceremony. The indoor space should maintain the same comfort and beauty as the outdoor space. Confirm easy access for guests, vendors, and restrooms.
View the preparation areas.
Will your wedding party require space for preparation? Some wedding venues offer dedication preparation areas for both the groom and the bridal party. Ensure these spaces have adequate outlets for styling tools, mirrors, lighting, seating, and space.
Examine the property maintenance.
The physical condition of the venue will be remembered by your guests. Take note of the cleanliness of the restrooms, common areas, furniture, and the condition of the landscaping and lighting. Ask to hear the sound system to ensure they are in working condition. Test the temperature controls to ensure adequate heating and cooling for Winter or Summer weddings.
Understand the venue restrictions.
There are always restrictions on venues, and you must understand them. Some venues have a list of approved vendors. If there is a vendor, such as your preferred caterer, that is not approved, then you must use one of their approved vendors. There may be noise ordinances that may restrict the music of your reception. Confirm access times for the venue so you know when everything can be set up and must be removed from the premises. Understand the decoration restrictions from using candles or sparklers to what signs are allowed to hang in some areas.
Evaluate the services and amenities the venue has to offer.
Some venues offer free services such as free floral arrangement services, an onsite wedding planner, setup / breakdown assistance, and valet. Ask about the reception area tables, chairs, and catering options. There may be wedding packages available which include all of these amenities and more. Having this support may be invaluable especially if your wedding will be large or complicated.
Does the venue meet your ambiance and style?
You have a vision for your wedding. Does this venue meet what you have envisioned? Examine the design and architecture to ensure it matches the theme of your wedding. Find the scenic backgrounds for your wedding photos. Confirm with the venue that you may alter the decor to match your vision.
Find reviews and recommendations
Reviews and testimonials can provide valuable insights into the wedding venue. Find reviews from other couples that have used the venue. Searching for online testimonials and reviews can provide information about the venue’s strengths and drawbacks. Chat personally with friends or family about their experience if they have held an event at the venue. Ask direct questions about the staff, the amenities, and their overall experience.
Making a decision
The perfect wedding venue should bring your vision to life, accommodate your needs, be within your budget, and provide the support you need for a memorable wedding. Consider the staff, their responsiveness, and helpfulness. Imagine the overall experience you want to create for your guests and ask yourself if this venue will deliver that goal. Discuss the options, the pros, and cons with your partner. Finally, trust your instincts and choose the venue that feels right for your wedding. Be sure to book the venue a year in advance to ensure you have your preferred date secured. Popular venues fill up fast especially during the wedding season.
Securing the wedding venue
Review the contract and ensure you and your partner understand the terms and conditions. Take note of any additional fees, cancellation policies, and the payment schedule. Make sure everything that is promised is in the contract. A verbal agreement can be forgotten and a venue representative can leave and you may be working with a new venue contact. Confirm any specific preferences or requirements with the staff and begin planning a timeline for the wedding day.
FAQs
1. When should I start looking for a wedding venue?
You should begin your search after you have determined your budget for the venue and a general estimate of the guest list size. Popular wedding venues get booked from 12 – 18 months in advance.
2. What is a wedding venue tour?
A wedding venue tour allows couples to physically explore a potential wedding space. It provides them an opportunity to experience the ambiance, meet the staff, envision how their guests will interact in the venue, and ask the venue manager questions.
3. What are the different types of wedding venues?
Wedding venues can be any place where a couple is comfortable getting married. Common venues are hotels, resorts, beaches, vineyards, churches, country clubs, historical sites, and barns.
4. What do I need to know before booking a wedding venue?
You should have a general idea about your wedding date, an estimated guest list size, and your wedding venue budget. It is also helpful to have your style determined such as traditional, rustic, modern, vintage, romantic, bohemian, etc.
5. What are good questions to ask when touring a wedding venue?
Everybody’s question list will be different based on their priorities and how they envision their wedding. Here is a list of common questions to ask:
- What are my decorating options for the ceremony and reception areas?
- Are open flame candles allowed?
- What is the required deposit?
- Do you have an inhouse caterer?
- May I bring my own alcohol?
- Is there a cork fee?
- Is there a cake cutting fee?
- Am I allowed to rearrange the rooms?
- How far in advance should I book?
- What is the cancellation policy?
- Can I hire a DJ or live band?
- Can I have a tasting before I finalize the menu and what is the cost?
- What is the noise policy?
- Where can guests park and are there parking fees?
- Do you provide valet parking?
- What onsite services do you provide?
- Do you have enough tables, chairs, linens, and tableware or do I need to rent them?
- How early may I show up at the venue?
- How early may my vendors show up at the venue?
- What’s included in the price?
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