Wedding Venue Woes: Can't Decide On The Perfect Spot

Choosing a wedding venue is a big decision, and it's easy to feel overwhelmed. The venue you pick will influence many other aspects of your wedding, including your vendors, budget, décor, attire, and guest list. It's important to allocate a good amount of time and budget to finding your dream venue, as there are many options to consider. Here are some tips to help you get started:

- First, decide on the type of wedding you want and set a budget. Consider the size of your guest list, the level of exclusivity you desire, and whether you prefer an intimate or grand celebration.

- Research potential venues online, using resources like The Knot Vendor Marketplace, Instagram, and TikTok. Pay attention to capacity, availability, type, layout, rates, restrictions, parking, catering restrictions, and whether it aligns with your desired vibe and aesthetic.

-Finalize your budget and the general location you want your wedding to take place. This will help you narrow down your venue options.

- Understand your vibe and aesthetic. Whether you're dreaming of a glamorous ultra-glam theme or a rustic outdoor celebration, make sure your venue aligns with your vision.

- Know your guest list. Finalize your wedding guest list and settle on the number of guests you plan to invite before making a final decision on the venue.

- Consider the guests' experience. Think about their comfort, temperature concerns, accessibility, and the overall flow of the event from their perspective.

- Tour potential venues, ideally with your wedding planner, to get a sense of the space and ask questions about load-in and breakdown, parking, accommodation options, and backup plans.

Budgeting

Before making any venue decisions, it is important to make a draft budget. This will help you avoid signing a contract with a venue and later realising you have no money left for other expenses. It is also worth noting that the venue is usually the biggest investment, with couples spending about 37% of their overall budget on it.

When creating your budget, consider the following:

• Who is contributing to the wedding financially? Be sure to clarify whether those offering money have any opinions on how it should be spent.
• What can you actually afford? It is important to factor in daily expenses, such as rent or mortgage payments, as well as future costs like a down payment on a home or medical expenses.
• What are your priorities? Discuss what is most important to you and your partner, and be open about what you are comfortable leaving out.

To help you allocate funds for the various aspects of the celebration, here is a breakdown of average wedding budget percentages:

• Reception venue, catering, and rentals: 45%
• Wedding planner/coordinator: 5-15%
• Ceremony: 2-3%
• Photography and/or videography: 12%
• Reception music/entertainment: 10%
• Stationery: 2%
• Flowers and decor: 10%
• Wedding attire and beauty: 9%
• Favours and gifts: 1-2%
• Cake and desserts: 2%
• Transportation: 3-6%
• Tips: 5-15%
• Just-in-case fund: 5-15%
• Rehearsal dinner and other wedding events: 8%
• Honeymoon: 5%

Venue research spreadsheet

Deciding on a wedding venue can be a challenging task, but creating a venue research spreadsheet can help you stay organised and make an informed decision. Here are the details of what to include in your spreadsheet:

Columns to Include:

• Capacity: Ensure the venue can accommodate your guest list. If you are having a cocktail party, the space may fit more people than a sit-down meal.
• Availability: Check if the venue is available on your preferred date(s).
• Type: Consider the style of venue you want, such as a hotel, outdoor space, historical building, or restaurant.
• Layout: Evaluate if the venue has adequate spaces for all aspects of your wedding, such as the ceremony, cocktails, and reception.
• Rates: Research the rough rates available online, and calculate your estimated costs for the venue, including any additional hours or extras.
• Website: Include the venue's website link for easy reference and to revisit photos of the space.
• Restrictions: Note any significant restrictions, such as an early end time, that may impact your decision.
• Parking/Transportation: Consider free parking options, public transport access, or other transportation arrangements for guests.
• Facility Extras: List any items included with the venue, such as A/V equipment, chairs, tables, or linens.
• Caterer: Check for any restrictions, such as an in-house caterer or a preferred list of caterers. If you have a specific caterer in mind, ensure the venue allows external caterers.

Additional Considerations:

• Location: Think about the convenience of the venue's location for you and your guests. Consider proximity to airports, hotels, and local attractions, especially if you're planning a destination wedding.
• Ambiance and Vibe: Assess if the venue's architectural features, decor, and surrounding landscape align with the desired ambiance for your wedding, whether it's rustic, modern, elegant, or outdoor-focused.
• Flexibility: Discuss with the venue management team their willingness to accommodate your specific requests and any unique ideas or design preferences you have.
• Cost and Contract: Carefully review the rental fee, deposit, payment schedule, and any additional charges or services not included in the initial pricing. Understand the cancellation policies, insurance requirements, and any other relevant clauses.
• Reviews: Research online reviews and testimonials from previous couples to gauge the venue's professionalism, responsiveness, and overall satisfaction.
• Trust Your Instincts: Consider your emotional connection to the venue and if it resonates with your vision for your special day.

Practical Tips:

• Start by determining your wedding vision and priorities, including the atmosphere, location, guest capacity, and any specific requirements.
• Establish a clear budget for the venue, including additional costs such as catering, decorations, and rentals.
• Conduct thorough research to identify venues that match your vision and budget, using online resources, wedding directories, and recommendations.
• Create a shortlist of venues that meet your criteria in terms of location, capacity, amenities, and style.
• Schedule site visits to experience the ambiance and visualise your wedding at each venue. Take note of the layout, available spaces, parking, and accessibility.
• Compare venues using a spreadsheet or worksheet to easily track and evaluate each option.
• Remember to consider the overall guest experience and how the venue can enhance their comfort and enjoyment.

Happy planning!

Catering options

Catering is a key consideration when choosing your wedding venue. There are a few different options when it comes to wedding catering, and each has its own pros and cons. Here's a detailed breakdown to help you make an informed decision:

In-House Catering:

In-house catering means the venue provides the catering services and has a team of chefs and staff who prepare and serve the food. This option often requires meeting a minimum dollar amount for food and beverages, and there may be limited menu options. In-house catering can be convenient as it's already included in the venue package, and the caterers are familiar with the facilities. However, it may be more expensive, and you might need to pay additional fees for things like cake-cutting or corkage.

Preferred Caterer List:

Some venues will provide you with a list of preferred caterers to choose from. This option gives you some freedom to select a caterer that suits your taste and budget while ensuring they have a good working relationship with the venue. This can lead to a smoother experience on your wedding day as the caterer knows what to expect and how to work within the venue. There may be an additional fee for choosing a non-preferred caterer, so be sure to check the venue's policy.

Bring Your Own (BYO) Caterer:

BYO catering gives you complete freedom to choose any caterer you want. This option is great if you have a specific cuisine or theme in mind and want to work closely with a chef to customize your menu. It also tends to be more affordable as there are usually no minimum spending requirements, and you only pay for what you need. However, it requires additional research and coordination to find the right caterer and ensure they have the necessary information about the venue.

When considering catering options, it's essential to think about your budget, the number of guests, and any specific dietary requirements or restrictions. Be sure to read reviews and, if possible, taste the food before making your final decision. Additionally, don't forget to factor in the cost of beverages, staffing, rentals, and any additional fees that may be incurred.

Supplier rules

• It is important to establish whether the venue has a list of preferred suppliers, as this may impact your choice of vendors. Some venues may charge an additional fee if you choose to use your own suppliers, especially if they are not on the preferred list.
• If you have a specific vendor in mind, it is worth checking if they are available on your chosen date and if they can travel to your venue. This may incur additional costs.
• When it comes to catering, some venues have an in-house caterer, while others may have a list of approved caterers to choose from. If you want to bring in an external caterer, you may need to pay an additional fee.
• If you are bringing in external suppliers, such as a DJ or band, it is important to check the venue's power supply to ensure it can accommodate their equipment. You may need to rent a generator if the power supply is insufficient.
• Consider the setup and tear-down time required for your suppliers. Some venues may charge an additional fee for overtime during these periods.
• If you are using external suppliers, be sure to confirm the venue's policies on valet and security. There may be additional charges for these services, and don't forget to include tips in your budget.
• Ask the venue about any restrictions or requirements that may impact your suppliers. For example, are there any weight or height restrictions for decorations or equipment? Are there any health and safety requirements that your suppliers need to be aware of?
• If you are bringing in a florist or other decor suppliers, check if the venue has any rules or restrictions regarding flowers and decorations.
• If you are using a rental company for tables, chairs, and other items, confirm with the venue if they have any specific requirements or restrictions.
• Finally, don't forget to read the fine print of your venue contract to ensure you are aware of any supplier-related clauses and restrictions.

Guest experience

The venue you choose for your wedding will play a big part in your guests' overall experience. Here are some things to consider when making your decision:

Location

The location of your venue will impact your guests' experience, especially if you are inviting people from out of town. If your ceremony and reception venues are separate, you will need to consider how long it will take your guests to travel between the two. A remote venue may be your dream, but it could be a challenge for your guests to find. You may need to provide transport, which will add to your budget. If your venue is in a rural area, you should also consider the options for guest accommodation nearby. It is courteous to include this information with your invitations.

Size

The size of your venue will determine the number of guests you can invite. If you have a large guest list, you will need to choose a venue with a large capacity. If your dream venue is too small, you may need to cut down your guest list or consider only inviting additional guests to the reception. If your venue is too large for your guest list, you can create smaller seating areas or look for smaller spaces within the venue.

Style

The style of your venue will influence the theme of your wedding. For example, a seaside venue won't suit a rustic, country-garden style. If you have a specific theme in mind, you will need to find a venue that matches. If you are looking for something unique, like an industrial loft, you may struggle to find what you are looking for in a rural area.

Budget

Your budget will be a significant factor in choosing your venue, and this will impact your guests' experience. If you are on a tight budget, you may need to consider a cheaper venue, such as a state park, local coffee shop, museum, or rooftop. A more expensive venue may include extras such as complimentary rooms or welcome drinks, which will enhance your guests' experience.

Availability

If you are flexible with your wedding date, you may be able to choose from a wider range of venues. Popular wedding venues can be booked up for years, so you may need to wait or shop around if your heart is set on a particular place.

Restrictions

Some venues have restrictions that you should be aware of, such as an early end time or limitations on catering. These restrictions could impact your guests' experience, especially if you want a late-night party or have specific food and drink requirements.

Vendors

Some venues have a preferred list of vendors, and using your own may incur an additional cost. This could be a deal-breaker if you have specific vendors in mind, but it is worth researching the venue's preferred list before rejecting it.

Frequently asked questions