Finding the Best Venue for your Wedding

There are many things to consider when searching for your wedding venue. Some couples choose to book their venue on their own and then hire a planner after that. Typically, I encourage couples to hire your wedding planner first so they may help guide you with their expertise. Either way, you want to make sure to do your research and be sure to know what questions to ask.

Here is a list of guidelines to follow to ensure you will find a venue that best suits your needs.

1)      Budget & Availability – We all know luxury venues can be more costly than others. It’s important to stick within your budget to make sure you have funds for all the other key vendors you will need to hire for your big day.

When securing a ceremony site, your allocated budget should be roughly five percent of your total budget. This includes the rental fee, priest or officiant fee, wedding rings and your marriage license. Your allocated budget for your reception site is usually fifty percent of your total budget. That includes the site rental, food, wedding cake, bar package, rentals, food tax and service fee. In some cases, you may be able to splurge more in one area of your budget verses another. Your planner will help you create the best budget plan customized to what’s most important to you. I recommend securing your venue at least 12 months prior to your wedding day to ensure the date you want is available. If you find a venue that you love that is outside your budget, you may want to consider booking your wedding on an off-season month to stay cost effective.

2)      Guest Capacity & Layout– It seems like common sense to make sure to find a venue that can host your total guest capacity. Some venues claim they can hold a certain amount of guests, but in actuality, the venue layout or floorplan may not be large enough to host the function logistically. Especially due to COVID19, you want to make sure to have enough space for your guests to spread out and feel comfortable at your event. For many of my clients, a large dancefloor is important. If you have your heart set on a certain venue, prior to scheduling a tour, your planner can request the venues floorplan or layout to ensure the space if efficient for your guest count.

3)      Theme – Picking out a venue that matches your theme is also important. You may be planning to have a black-tie affair in which a luxury country club or historical hotel may be a good fit. Other couples may be considering a chic garden brunch style wedding or a bohemian themed beach wedding. Once you’ve decided on your wedding theme, your wedding planner will help guide you to venues that will cohesively compliment your décor, style and vision.

4)      Exclusive Vendors & Rentals – Most venues come with an exclusive or preferred vendors list. Make sure to obtain this information prior to scheduling a site visit. If you are wanting to bring in your own caterer, or specifically require halal food, it’s important to know if this can be accommodated. Maybe you have your heart set on a certain floral/décor vendor, but the venue only allows outside florists with a buy out fee. Make sure to ask the venue coordinator what size tables and what style chairs they provide. Do they provide house linens at no additional cost? If so, request to see them on your site visit. You may want a luxury shantung linen for your tables, but the venue only offers a polyester or dupioni linen. If you are required to provide your own linens, your planner will help you source them through the company that has the best price point to stay on track with your budget.

5)      Parking & Accommodations – Most venues have parking accommodations or valet options. With larger guest counts, you will want to ensure there are enough spaces to accommodate your guests. Valet service is typically an added charge built in your venue proposal. If parking is limited, shuttling your guests to the reception is another option. Be prepared to factor these items into your overall budget. Also ask the venue for nearby hotel accommodations to ensure guests have overnight options available to them. Most hotels offer room blocks for private events which guarantee a room discount if the required minimum of rooms are booked. You will want to add these details to your wedding website or can include it on an insert card in your wedding invitations.

6)      Reviews – There is no better way to ensure that the venue you are considering reaches your expectations, than to check what previous clients are saying about their experience. Considering the amount of money that you are spending on a once in a lifetime occasion, you do not want to fall in love with a venue that is not up to par.

During your site visit, keep an eye out for cleanliness of the building and its maintenance upkeep. Ask yourself, was the staff hospitable and friendly? Are there any noise restrictions or curfews? Is the venue accessible and accommodating to your guests with disabilities?  Although there are many questions to ask, don’t let yourself get overwhelmed with the process.  

Finding the perfect venue is no easy task and it helps to be prepared and educated going into your site visits. A good planner should be asking the important questions on your behalf and will guide you along the way. So, sit back, relax and enjoy the experience! Once you’re officially engaged, falling in love with your venue is the next best thing!

With Love,

Karissa Joy