How To Choose The Perfect Wedding Venue
Getting engaged is a super exciting time, but once all the thrill wears off and you've stopped staring at your sparkly new ring all day, things get real quickly. Wedding planning is a challenging task to tackle because there are thousands of decisions to make.
And while some parts of the wedding planning process will be fun, like selecting your wedding day fashion and taste testing cakes, choosing the perfect wedding venue may cause anxiety.
Luckily, we put together this ultimate guide on choosing the perfect wedding venue. After reading this, you'll be wedding planning like a pro.
Set A Budget
Before you can even begin to make decisions on anything, you have to set a budget. The last thing you want to do is sign a contract for a wedding venue only to realize later down the road that it ate up too much of your budget, and now you have no money left for music and entertainment. So sit down with the people contributing to the budget to determine how much you will have to spend for the event.
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Set The Date
It's essential to set the date before you start searching for your venue because that will be the first thing the venue asks. Therefore, the wedding date is necessary to know the availability. If you don't set the date first, you may be spinning your wheels, looking at and falling in love with a venue that ends up not being available once you set the date.
Hire A Wedding Planner
There are endless wedding venue choices and themes—everything from backyards to beaches to luxury ballrooms, barns, etc. And many different levels of service, details, prices, layouts, and more. It can all be a little overwhelming. So, our top recommendation on the ultimate guide to finding the perfect wedding venue is to talk to and hire a wedding planner.
Planners are far more familiar with a space's capabilities, layout, and the time and materials required to truly transform it. Your planner will know whether there's a creative method to make it unique or if there's a peculiarity about the space that could make your vision challenging to realize. Trust us when we say a wedding planner can be a lifesaver.
Figure Out If Ceremony And Reception Will Be At Same Locale
One crucial decision that must be made is whether you have your wedding ceremony and reception at the same location. Many wedding venues will have different settings that allow you to have your ceremony and reception areas separate. So, essentially you are at one venue utilizing two areas.
But there are also times where you will have to book multiple spaces. For example, if you want to get married at a church, you need to find a venue for your wedding reception.
Select A Wedding Venue That Fits Your Vision
The wedding venue that you choose will set the tone for your event. It would be best to search for venues that fit the theme you want for your special day. For example, consider art galleries, well-designed restaurant venues, or warehouses if you're organizing a modern wedding. A wedding with more natural themes, on the other hand, works well with outside settings like parks, farms, beaches, backyards, and ranches. Your event will feel more linked to the space if you choose a venue that matches (and enhances) your theme.
Determine Your Guest List
Ok, this might seem like something that you would iron out later in the wedding planning process, but really you should determine your guest list early on. At the bare minimum, you need to decide on the number of people you will invite. This is important because each venue will be able to accommodate a different number of wedding guests. You may be heartbroken if you have an extensive guest list but fall in love with an intimate wedding venue because of its charm. To eliminate that, set your guest list before you begin searching for the perfect wedding venue.
Are There Multiple There Indoor and Outdoor Settings
If your ideal wedding venue is outdoors, you'll want to make sure that there is a backup plan if the weather turns bad.
When it comes to weather, it's best to hope for the best while planning for the worse! Because weather can be unpredictable, if you're planning an outdoor event, make sure to inquire about covered or indoor choices in the event of inclement weather, such as rain.
If the venue has indoor and outdoor options, you can always fall back on a simple plan B. Just make sure you love the indoor backup choice because you never know when you'll need it. Keep in mind that some predominantly outdoor solutions may include a huge tent with rain-proof sides that can be pulled down.
Take Tours
A great way to narrow down some venue selections is to look at them online. But, once you have selected a few, call them to schedule tours so that you can see the venue in person and interact with the staff. And we recommend that you visit the venue at the same time as your wedding. This will show you what the setting is like when you say your "I Do's."
Privacy
When looking for a wedding venue, you want to make sure you select somewhere that is both personal and private. On any one day, a venue may be hosting many events or weddings. If this is the case, find out how much space you'll have to yourself or how far apart the parties will be. Some venues may allow you to hire out the entire area for an additional fee.
If you're thinking about having your wedding outside, consider how private it will be. Is there a chance that strangers might peek in or observe from afar? This could be a significant source of distraction for all of your visitors.
Don't Forget Your Budget.
Experts say that couples should expect to spend about half of their budget on the wedding venue, which only applies to the reception space. If your ceremony is in another location, there may be fees for that as well. And remember, this is just the rental cost.
The costs associated with the venue are more than just the expense of hiring the space because venues with in-house food (such as hotels) will charge by the dish. In addition, the cost of the decor and floral design is also not included.
Know your entire budget and how much your design will cost to implement. If adding it to the cost of renting the space blows your budget, you'll need to either scale back your decor or hunt for more economical locations. Next, break down your entire budget by category, allocating more dollars to higher-priority vendors. It's a hard battle to keep within your budget if you choose your venue first and then learn it's more than you should have budgeted.
This is why hiring a wedding planner can be a lifesaver. They will help you keep on track when it comes to where you allocate your wedding budget as well as helping bring your vision to life.
The Vibe
One thing that you should absolutely pay attention to is the vibe. While you are there, you should interact with as much staff as possible to get a feel for how they treat people, talk to people, and how wise they are to the needs of people.
You should also pay attention to the cleanliness in common areas such as bathrooms, hallways, reception area, entrance, etc.
You'll want to get married at a place that genuinely cares about its guests and where you feel comfortable with the staff. You know, like you like their style and personalities. It will make you feel more confident in their service and your experience.
Guest Experience
Another thing you'll want to consider when selecting the perfect wedding venue is its proximity to hotel accommodations. This will apply mainly to the out-of-town guests, but some of your local guests may also want hotel accommodations, especially if they are drinking.
You'll want to make sure hotels are close to your reception space, easy to get to, and have good quality accommodations.
What's Included
If you're considering full-service locations as well as those where you may bring your own suppliers and décor, make sure to price everything out. Full-service wedding venues that include linens, tables, chairs, plates, glassware, and silverware may cost you more upfront in comparison to a venue that doesn't have these items.
If you select a blank canvas venue or one that doesn't offer any tables, chairs, and linens, you will have to rent them. So, while the rental rate for the venue may be less, once you rent everything, you may find that it costs more.
Make sure to price everything out to make the most educated decision and stay on budget. And don't forget a professional wedding planner can help tremendously in this area.
Food Costs
One of the most expensive parts of a wedding is the food. So when you select the perfect venue, don't forget to inquire about any catering they offer. For example, if you're working with a venue that offers in-house catering and has a food and beverage minimum, remember to factor in tax and gratuity. Depending on the venue's location, the tax percentage will vary, so make sure you inquire what it is. Then factor that % and a recommended 20% for the tip onto the food and beverage minimum.
On the other hand, if you select a wedding venue that does not offer food and beverage services, you are free to source your own caterer, which can help keep costs down as their minimums may not be as rigid. You'll want to ask lots of questions at the venue and caterers. For example, the venue may require some permitting to serve food which would be an added expense; some will require a Fire Marshall to be on hand if there will be candlelight, etc.
Understand Cleanup
Wedding venues come in all sizes and shapes and each one of them will have its own set of rules. For example, larger, full-service venues will likely take care of the cleanup after the event. And smaller venues may have policies that require you to do it. Make sure to ask in advance to make the proper arrangements to ensure the space is cleaned properly after the event.
A Few Other Things To Consider When Choosing A Wedding Venue...
Consider Accessibility
Keep all of your guests' demands in mind when choosing a venue. Examine and inquire about the facilities' ADA accessibility, including entrances/exits, operable elevators, bathrooms, parking, and seating options. If any grandparents are in attendance, you'll want to make it as simple as possible for them to have a good time. Consider these details early in the planning process to ensure that your wedding is as inclusive as possible!
Where To Park
It's crucial to examine if there are excellent parking alternatives or how accessible it is to obtain a cab or rideshare if your wedding destination is a little isolated or in a busy downtown area. Inquire about the number of parking spaces available and whether or not guests will be required to pay for parking. If there aren't many parking choices, consider hiring a bus or shuttle to transport attendees to and from the event. Just remember to include this cost in your wedding budget!
Are There Noise Restraints Or Curfews
It's always a great idea to inquire upfront about any curfews or noise restraints so you can plan accordingly. For example, many venues will have a designated time that the sound has to be lowered out of respect for neighbors.
Dancefloor
Always inquire if they have a dancefloor and if it's included in the price or if it will need to be rented. This could help you determine which wedding venue fits your budget best.
Cancellation Policy
Life happens. You never know what the world will throw your way. And while you never want to think that you would cancel or postpone your wedding, knowing the cancellation policy upfront will prepare you to handle any bumps that arise. Unfortunately, the arrival of COVID-19 forced a lot of couples to reschedule, postpone and even cancel their weddings, so we recommend you discuss the cancellation policy with each venue you are interested in.
Insurance
One of our biggest recommendations is to purchase wedding insurance. This is a safety measure in case something happens. Of course, you never expect that something bad will happen, but it can. Venues could close, have a fire, double book, hurricanes, tornados, snowstorms, etc. And you want to make sure that you're protected. So, once you decide on your wedding venue, go ahead and purchase some wedding insurance. You'll be glad you did.
Ask Your Wedding Venue For A Discount
Here's a great tip! Once you find the perfect wedding venue, don't be afraid to ask for a discount or if they have special times of year that allow you to save some dough. For example, the offseason will often cost less, and you can even get married on a weekday or Sunday to save money.
Ask About Hidden Fees
It would be great if all wedding venues had one flat rate that covered everything you need for your event. But, the truth is, many venues have hidden fees. Unfortunately, most couples don't think about this, and venues may try to hide until later in the planning process. Some may even wait to spring hidden fees on you until the wedding day. And at that point, you have no choice but to pay it.
To ensure hidden fees don't hit you at your wedding venue, ask them about it during your tours and email communications. Getting it in email is great because you have proof if they try to give you different rates later. Having a paper trail is always a good idea.
Weigh The Pros And Cons
Another expert tip is to make a list of the pros and cons. This is especially helpful if you have fallen in love with a couple of venues. Putting the pros and cons on paper and talking them over with your fiance will help put things into perspective, enabling you to make the final decision.
Sign On The Dotted Line
Once you've decided on the perfect venue, it is important to book it right away and get a contract. And make sure to READ IT! While it's easy to skim through a contract and sign it without giving it much attention, a venue contract is definitely worth reading carefully.
Don't be scared to ask the venue coordinator any questions concerning the agreement, and double-check that you understand the payment schedule. Then, sign your venue contract when you're satisfied with all aspects of it, submit the paperwork to the venue, and pop some bubbly! You've made perhaps one of the most crucial decisions you'll make during your wedding planning process, and that's something to celebrate.
Tip: As we have mentioned throughout this guide, having a wedding planner on hand to help you understand the contract is priceless. They plan and book events every day, so they know what should be in a contract, what looks or sounds weird, and what shouldn't be in a contract. Your wedding planner has your best interests at heart, and having them help with contract negotiations is worth every penny they charge.
Red Flags To Avoid
During your wedding venue search, it's crucial to always look out for some red flags. Here are a few to keep in mind, but trust your gut; it probably isn't if something doesn't feel right.
- Venues that allow multiple events on the same day.
- Difficulty interacting and communicating with staff
- Complicated contracts with confusing language about their service
- No contract at all
- No or little service with weddings
- Evasive when asked about what they can and cannot accommodate
- Hidden extra fees that they aren't open about
- Not flexible for accommodating out-of-the-box ideas
Planning a wedding is an exciting time, and yes it is a big task filled with lots of decisions, emotions, and memories. And yes! One of the biggest decisions you will have to make is selecting your wedding venue. After all, it will set the tone for your wedding day. So, make sure to tour several places, ask lots of questions, hire a wedding planner if you want some extra support, and follow your gut. Your wedding venue should be something you love, that fits your love story.
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