How To Choose The Perfect Wedding Venue

Choosing a wedding venue is a big decision and it can be difficult to decide between two great options. It's important to consider factors such as budget, guest list size, location, and the vibe you want for your wedding. Creating a draft budget and a venue research spreadsheet can help you narrow down your options and make an informed decision. Visiting the venues and trusting your gut feeling can also help you decide which one is the best fit for your special day.

Budgeting and affordability

Create a Draft Budget:

Before making any venue decisions, it is crucial to draft a budget to ensure you don't exceed your financial limits. This budget will guide your choices and help you avoid the temptation of venues that are beyond your means.

Venue Research Spreadsheet:

Create a spreadsheet to track your research on potential venues. This will help you organize and compare different options without losing your mind. Include columns such as capacity, availability, type (e.g., hotel, outdoor), layout, rates, website, restrictions, parking/transportation, facility extras, and caterer.

All-Inclusive vs À La Carte:

Decide if you prefer an all-inclusive venue package or if you want to select individual vendors à la carte. All-inclusive venues can streamline the planning process and may offer cost savings, but they may also have limited flexibility.

Understand the True Cost:

When evaluating venues, go beyond the initial rental fee. Consider additional costs such as décor, floral design, transportation, and rental items like tables, chairs, and linens. These expenses can add up quickly, so it's important to have a comprehensive understanding of the total cost.

Prioritize Your Budget:

If a venue exceeds your budget, evaluate if there are other areas where you can cut back to make it work. Alternatively, consider more affordable venues that may better align with your financial constraints.

Guest List Impact:

The number of guests you plan to invite will significantly impact your venue choice and overall budget. A larger guest list may require a bigger venue, which tends to be more expensive. It's essential to have an accurate guest list estimate to guide your venue decision-making process.

Venue Catering Restrictions:

Some venues have exclusive caterers or preferred caterer lists, which can impact your budget and your ability to bring in your favorite restaurant. Understand the catering restrictions and costs to make an informed decision.

Stay True to Your Vision:

While it's easy to get swayed by trendy venues on Pinterest, choose a space that aligns with your authentic style and theme. A venue that fits your vision will make your wedding feel more connected and meaningful.

Compare and Negotiate:

Create different budget versions for each venue you're considering, factoring in rental costs, transportation, and other variables. This will help you make an informed decision and negotiate with venues, knowing your financial boundaries.

Remember, it's important to be realistic about your budget and what you can afford. If a venue is out of your price range, it's best to move on and focus on options that align with your financial plan. By being mindful of your budget and prioritizing what matters most to you, you'll be able to choose a venue that sets the perfect tone for your special day.

Venue availability

• Start by checking the availability of your desired wedding date at both venues. This information can usually be found on the venues' websites or by contacting them directly.
• Keep in mind that wedding venues are typically booked 1-2 years in advance, but some may only need a few months' notice. The sooner you start your search, the more options you'll have.
• If you have a specific date in mind and both venues are available, consider reaching out to the venues to see if they can hold the date for you temporarily while you make your final decision. This will give you some time to weigh the pros and cons of each venue without the risk of losing your preferred date.
• Be mindful of potential COVID-related postponements and their impact on venue availability. It's advisable to start your search and booking process early to avoid limited options due to rescheduled weddings.
• When considering venue availability, also think about the convenience for your guests. Choose a venue that is easily accessible and offers ample parking, especially if you anticipate a large number of guests.
• Additionally, don't forget to ask about the venue's capacity to ensure it can accommodate your expected guest count. This is crucial for both your ceremony and reception, especially if you plan to have them in separate locations.
• If you're planning an outdoor wedding, it's essential to have a backup plan in case of unfavourable weather. Some venues may offer indoor spaces as an alternative, so clarify this with each venue to understand their wet-weather options.

Remember, venue availability is a critical factor, but it's also important to choose a location that aligns with your vision and makes you feel comfortable and excited. Don't hesitate to reach out to the venues directly to gather all the necessary information and secure your preferred date.

Guest list and capacity

Know Your Guest List

It is crucial to have a clear idea of your guest list before choosing a venue. The venue should comfortably accommodate all your expected guests. Be realistic about the number of invitees, as couples often underestimate how many people they will invite. Consider not only the number of guests but also their comfort and experience at the venue. The maximum capacity of a room may not always allow for a comfortable amount of space, so ask the venue about their experience with similar-sized events and what they consider a comfortable capacity.

Venue Capacity and Layout

When considering capacity, think about the layout you desire for your wedding. If you plan to have the ceremony, cocktails, and reception in the same venue, ensure there is enough space for separate areas or ask about the possibility of a "flip." A flip involves changing the ceremony space into the reception space during cocktail hour when guests are in another area. Keep in mind that some venues may stretch their capacity limits to make themselves more attractive, so it's wise to ask about the number of guests that would be most successful in the space.

Guest Convenience and Accessibility

Consider the convenience and accessibility of the venue for your guests. Is it easy for them to get to the venue from their hotels? Is there ample parking available, or will guests need to be shuttled to and from the venue? These factors can impact your budget, as transportation can be a significant expense. Additionally, if you have guests with mobility issues, ensure the venue is accessible for them.

Venue Restrictions

Pay close attention to any restrictions the venue may have regarding guest capacity, especially if you anticipate changes in your guest list. Some venues may have definite end times or other limitations that could affect your plans.

Your Vision and Budget

While considering guest capacity, also think about your vision for the wedding and your budget. Can the venue accommodate your desired theme and aesthetic? Are there separate spaces for the couple before the processional if they don't want to see each other beforehand? Are there multiple options for the processional and "altar" setup? All these factors will contribute to your decision and help create a memorable experience for you and your guests.

Venue Flexibility

Finally, consider the flexibility of the venue regarding guest capacity. Are they open to adjustments or willing to work with you to accommodate your guest list? This can be a crucial factor, especially if you anticipate last-minute changes or have a dynamic guest list.

Remember, choosing a venue that aligns with your vision and guest list is essential for a memorable wedding experience. By considering the comfort, accessibility, and capacity of the venue for your guests, you can create a seamless and enjoyable celebration for everyone.

Venue layout and space

When it comes to venue layout and space, there are several factors to consider when deciding between two wedding venues.

Firstly, it's important to ensure that the venue has enough space to accommodate your guest list. Consider whether there is enough room for entertainment, dancing, and tables and chairs for your expected number of guests. If a "flip" is required, where the ceremony space is transformed into the reception space, enquire about how this is typically done and whether it will incur any additional costs.

Secondly, think about the layout of the venue and whether it aligns with your vision for the wedding. For example, if you plan to have a modern wedding, a venue with a blank slate layout may be preferable so you can customise it to your style. On the other hand, if you envision a more natural, outdoor wedding, a venue with a garden or vineyard may be more suitable.

Additionally, consider the convenience and comfort of your guests. Opt for a venue with ample parking or easy access to public transportation to avoid any hassles for your guests. Also, enquire about the maximum capacity of the venue and whether it will allow for comfortable movement and socialising during the event.

Don't forget to ask about any restrictions the venue may have, such as definite end times or specific catering requirements. This can help you anticipate any hidden costs or issues that may impact your decision.

Finally, if you are considering separate ceremony and reception venues, take into account the travel time and distance between the two locations. Aim to keep the commute time to a maximum of 30 minutes to an hour and provide accurate maps or directions for your guests.

By carefully considering the layout and space offered by each venue, you can make an informed decision that aligns with your wedding vision and ensures a positive experience for you and your guests.

Catering options

In-House Catering vs. BYO Catering

Some venues require you to use their in-house catering services, while others allow you to bring your own caterer (BYO). In-house catering can be more convenient as they have knowledge of the facilities and there's less coordination needed. However, BYO catering offers more flexibility in terms of menu customisation and tends to be more affordable, as there are typically no minimum spending requirements.

Catering Packages

Whether you choose in-house or BYO catering, understanding what's included in the catering package is essential. A standard wedding catering package includes food, beverages, staffing, and sometimes rentals like tables, chairs, dishes, and glassware. Be sure to read the contract carefully and ask questions to avoid unexpected costs.

Catering Style

The style of catering will impact the overall atmosphere of your wedding. Here are some common catering styles to consider:

• Plated: A formal style where guests are served individually at their tables. This tends to be the most expensive option due to extra staffing needs.
• Buffet: A more casual style where guests serve themselves. This is usually a more budget-friendly option but requires more food to account for larger portions.
• Family-style: Servers bring large platters of food to each table, and guests pass them around. This style is preferred for its casual and inclusive feel but can be a bit messy.
• Cocktail-style: A modern style with food stations and passed hors d'oeuvres, allowing guests to mix and mingle. This style offers a wide variety of food choices and can be cost-effective if planned wisely.

Food and Beverage Costs

Catering costs can vary widely depending on factors such as location, guest count, and catering style. In the United States, the average cost of wedding catering is $4,000, with most couples spending between $1,800 and $7,000. The average cost per person for a plated meal is $40, while a buffet-style meal averages $27 per person.

When considering catering options, be sure to review menus, pricing, and online reviews. Conduct a food tasting if possible, and don't be afraid to ask questions to ensure you understand all the inclusions and potential extra fees. Ultimately, choose the option that best aligns with your vision, budget, and personal preferences.

Frequently asked questions