The venue sets the tone for your entire wedding event, so picking the right one is an important decision. To help, here are a few things you should keep in mind when beginning your venue search.
The first step is figuring out your guest count, as this will give you an instant filter for sifting through venues. It also allows you to ensure the venue can seat all your guests without cramming them in like sardines.
1. Know Your Budget
If you want to get the most bang for your buck from your wedding budget, it’s important to know your max spend before kicking off the search. This will help you stay within your goals and avoid any surprises down the road.
When choosing a venue, it’s also helpful to have a rough idea of how many guests you plan to invite so you can see how much the venue will cost per head. Some venues have set capacities, and if you go with one that’s too small for your guests, you may be left paying extra for food, drinks, or other amenities.
Once you have a number in mind, start looking at venues online. Narrow down your options and create a list of must-have features for your big day. For example, you may be looking for an outdoor ceremony space and cocktail hour, in-house catering, and a rustic feel. Once you have your three non-negotiables, write them down on the front of your wedding budget template and cross them out once you find a venue that fits those criteria.
It’s also good to earmark 5% of your budget for unforeseen costs. This can include things like additional floral arrangements, overtime for a photographer (if the dance floor stays hot and bumps well into the night), and weather-related expenses (umbrellas, space heaters, or extra seating if it’s chilly). If you have family members who are contributing to your wedding fund, consider adding those contributions to this total as well.
2. Create a Mood Board
You probably already have a mental Pinterest board of wedding ideas, but creating an official mood board is the perfect way to take all of your ideas and put them into one neat place. It will help you narrow down your search and focus on venues that have the potential to truly make your heart flutter.
Begin your wedding vision board by defining what type of wedding you want to have using 3 to 5 adjectives that describe the feel and tone. Whether you are going for rustic, beachy, or modern, having this down will be helpful as you begin looking at venues and other vendors.
Aim for your mood board to have a color palette as well that will guide all of the other decisions you’ll be making, from invitation suites and tablescapes to your wedding website and custom monogram. You can also use your mood board to add in any inspiration that you may have from stationery or graphic design items, such as bar signage or handwritten calligraphy.
Once you have your budget and mood board in mind, it’s time to prioritize your needs. For example, if you have a maximum guest count in mind, you’ll want to keep that front and center so that you don’t end up choosing a venue that can’t accommodate your entire guest list.
Also, it’s important to define your non-negotiables so that you can eliminate venues right away that don’t fit what you want for your big day. This will save you the emotional turmoil of getting invested in a venue only to realize that it isn’t the right fit.
3. Tour the Venues
Once you’ve narrowed down your choices, it’s time to go on a tour of your top picks. Seeing these spaces in person will allow you to see how they will fit into your vision and if anything needs to be tweaked. It’s a good idea to bring along your wedding planner on these tours, as they can assist in spotting red flags (like if the venue is over your budget), help you find solutions that will give you the best possible outcome, and share responsibility for making such a big decision.
It’s also a good time to ask about any services or rentals the venue requires you to use, such as an in-house event planner or in-house caterer. You should also inquire about any noise restrictions, whether they have outdoor ceremony options, parking options for your guests, and more.
When touring the venues, pay close attention to how clean and maintained they are. You’ll be spending the majority of your day here, and you want to make sure it looks like a space you would feel comfortable in. It’s also a good time to talk to the venue’s staff about their experience working with brides and grooms, as this will give you a sense of the level of service you can expect.
Be sure to get the details on how many hours of access you’ll have to the getting ready room – some only provide 1 hour while others let you stay all day! You’ll also want to ask about things you might not have thought about, like if the venue will provide microphones for your ceremony or if they have any draping or hanging elements you can rent to dress up the space.
4. Meet with the Staff
Once you’ve narrowed down your options, schedule meetings with the venue’s staff to discuss the details of your wedding. These conversations will be helpful in ensuring that the venue is capable of meeting your needs and will fit within your budget.
This will also allow you to see the staff’s personality and demeanor and determine how comfortable you feel working with them. Don’t be afraid to walk away if the venue isn’t a good match.
You’ll also want to ask how much privacy you can expect. Some venues will host multiple weddings or events on the same day, which could be problematic if you plan an intimate celebration. You’ll need to know how much space you have and if strangers will be able to peek in or watch from afar.
Another important question to ask is if there are any restrictions on outside decorations and rentals. If you envision a romantic rustic wedding, you’ll need to know if the venue allows open flames and what their decor packages include. This will prevent you from doubling up on items, bringing things that clash, or spending money unnecessarily.
Lastly, ensure you understand how late the bar can remain open and the music can continue playing. If you’re envisioning a sunset ceremony followed by an all-night party, you’ll need to know how long the venue will allow your event to last.
How to find a wedding venue can seem impossible, but with a bit of preparation and careful thought, you’ll find that the dream venue isn’t far from reach. If you have any questions or need help with the search, please don’t hesitate to reach out to us!
5. Visit in Person
Seeing a venue in person is the best way to determine if it’s the right fit. While online research and video consultations are helpful, they can’t replace seeing the space for yourself. You’ll want to tour 2-5 venues before making a decision.
Ensure you have an idea of the number of guests you expect before you begin touring venues because this will help you narrow your search quickly. It will also save you from going to venues that aren’t a good fit for your guest count.
If you are planning a fall wedding and you find yourself drooling over a venue that’s only available in the summer, ask them for pictures of their outdoor areas in the winter. You’ll be surprised how much a venue can look different from season to season.
Another important thing to consider when choosing a wedding venue is the back-of-house facilities and services. You’ll need to know if the space comes with tables and chairs, if they provide caterers, or if you can hire your own. You’ll also need to know if there are any restrictions on lighting, such as the use of flame candles or how many outlets are available.
Choosing a wedding venue isn’t as hard as it seems with a little bit of preparation and knowing what you are looking for. Be realistic with your budget, and don’t be afraid to negotiate. Most venues are willing to offer something in exchange for you paying them less.
Once you’ve done all the work, listen to your gut and choose the place that makes you giddy with excitement for your big day! It will be the most important day of your life, and you deserve to celebrate it in a perfect place.