Lyla Dejesus
Touring wedding venues is an important step in the wedding planning process. It is recommended that couples book venue tours about 15 months ahead of time, and even earlier if there are multiple factors at play. Wedding venue tours typically last between 45 minutes to two hours and are a chance for couples to see the potential sites for their wedding events and ask any questions they may have. While touring venues, couples can consider the aesthetics of the venue and how it fits with their wedding theme and their personal style. It is also important to discuss costs, what is included in the venue cost, and any potential hidden fees. Couples may also want to consider the accessibility of the venue and whether it can accommodate any last-minute changes, such as a change in weather.
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What You'll Learn
Budgeting
Know Your Overall Wedding Budget:
Before touring venues, determine your overall wedding budget and decide on a comfortable spending limit. This will guide your venue selection and help you narrow down options that align with your financial plan.
Allocate a Percentage for the Venue:
It's recommended to allocate 30% to 50% of your total wedding budget for the venue expenses. This allocation will cover various costs associated with the venue, such as rental fees, catering, staffing, decorations, and taxes.
Research and Compare Venue Prices:
Research local venue prices to gain a realistic understanding of the market. Compare pricing for different venues, considering factors such as seasonality, venue amenities, and services offered. This research will help you assess whether a venue is a good fit for your budget.
Understand Payment Structures and Methods:
Familiarize yourself with the payment structures and methods accepted by your chosen venue. Wedding venues typically require an initial deposit (ranging from 20% to 50% of the total cost) upon booking, followed by final payments closer to the wedding date. Know the due dates and amounts to avoid financial stress and stay organized.
Consider Off-Peak Dates and Weekdays:
Opting for off-peak months or weekdays can significantly reduce venue costs due to lower demand. Some venues offer Thursdays, Fridays, or Sundays at a lower price. Being flexible with your wedding date can help you secure a desirable venue within your budget.
Assess Guest Count and Venue Capacity:
The number of guests will directly impact the cost of the venue. Request quotes based on different headcounts to understand the budget implications. Create an A-list and a B-list based on venue capacity and your budget. While you don't need an exact count, an accurate range will aid in cost estimation.
Prioritize Must-Haves:
Identify your non-negotiables and work them into your budget. Whether it's a specific venue, a designer gown, or a picturesque location, ensure that you allocate funds for the aspects that matter most to you without compromising.
Ask About Packages and Payment Plans:
When touring venues, inquire about all-inclusive packages and payment plans. Some venues offer customizable vendor packages, allowing you to select vendors that fit your budget. Payment plans can help make your dream venue more affordable by spreading out the costs.
Keep Records and Stay Organized:
Maintain documentation of all payments and keep track of due dates. Create a spreadsheet to manage your budget and payments, ensuring that you meet deadlines without last-minute scrambling.
Be Mindful of Additional Costs:
Consider other costs associated with the venue, such as deposits, cleaning fees, damages, and staffing fees. Ask about strategic partnerships with local vendors, as these connections could benefit your budget.
Plan for the Unexpected:
When creating your budget, it's wise to set aside a small contingency fund for unexpected expenses. This buffer will provide peace of mind and help you handle any last-minute surprises or additional costs that may arise.
Remember, budgeting for a wedding venue is a personalized process, and it's essential to tailor your financial plan to your unique needs and priorities. By following these steps and staying organized, you can secure your dream venue while maintaining financial responsibility.
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Venue style
For those who envision a rustic and charming celebration, a barn or a rustic space with modern touches might be ideal. On the other hand, glamorous couples may prefer the elegance of a ballroom, while those seeking a unique vibe might opt for an industrial-style venue or a modern farmhouse nestled in the countryside.
When touring venues, it is essential to consider the different event spaces available, such as separate areas for the ceremony, cocktail hour, and reception. The ceremony space should accommodate all guests and match the desired aesthetic. The reception area should be spacious enough for dining, dancing, and entertainment, with flexibility in decorations to fit the chosen theme.
Additionally, it is crucial to think about backup options, especially for outdoor weddings. Couples should inquire about contingency plans in case of unfavourable weather conditions and ensure that the venue has the necessary facilities, such as tents or indoor backup spaces.
Other practical considerations include parking and transportation, the convenience of guest bathrooms, and handicap accessibility. By keeping these factors in mind and knowing their preferred style and budget, couples can effectively evaluate if a venue suits their unique vision and requirements.
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Timing
Firstly, it's recommended to start touring venues about 15 months before the wedding. This timeframe may vary depending on the popularity of the venue and the desired season for the wedding. Venues can book up 12-18 months in advance, so it's crucial to plan ahead to secure your preferred date.
When scheduling venue tours, it's best to allow at least an hour for each visit, including travel time between locations. This ensures that you have sufficient time to explore the venue, ask questions, and take notes without feeling rushed. If you're touring multiple venues in a day, try to group them together geographically to avoid backtracking and optimise your time.
Consider the time of year and day of the week when scheduling your visits. Aim to tour venues during the same season and time of day you'd like your wedding to take place. This helps you envision the venue's atmosphere and lighting at the desired time of your event. For example, if you're dreaming of a spring wedding, schedule your site visit on a spring morning to get an accurate feel for the venue during that season.
Additionally, be mindful of your energy levels and avoid overscheduling. It's best to view venues when you're fresh and alert, as clear judgment is essential when making such important decisions.
Finally, it's worth noting that couples typically visit the venue three times: once before booking, a second time about two months before the wedding, and a third time for any rehearsals. The final tour, which takes place closer to the wedding date, is an opportunity to fine-tune details, confirm setups, and finalise the timeline for the big day.
In summary, when planning the timing of your wedding venue tours, start early, allow ample time for each visit, consider seasonal and daily variations, maintain your energy levels, and plan for multiple visits, including a final tour to finalise all the details.
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Logistics
Before touring wedding venues, it is important to have a clear idea of your budget and what you are comfortable spending. It is also a good idea to estimate your guest count and decide on what is most important to you about your wedding day. This will help you plan and make it easier to choose a venue that suits your needs.
When selecting a venue, it is worth considering the time of year you would like to get married and checking the availability of venues during that period. Venues can book up 12-18 months in advance, so it is advisable to be flexible and keep an open mind about date availability. It is also useful to visit your prospective venues during the season and time of day you would like to host your wedding, as this can affect the character of the venue.
It is recommended to schedule at least an hour for each venue visit and to allow ample driving time in between visits. This ensures that you can view the venues when you are fresh and your judgment is not clouded by fatigue. It is also beneficial to cluster your visits so that you can easily drive from one place to another without backtracking.
During the tour, you will typically be shown all the ceremony site locations, reception spaces, and on-site lodging. It is important to take notes or have a digital device handy to keep track of the information provided, including the date, time, and name of the person providing the information. You can also take photos or videos to help you remember the details of each venue.
After the tour, it is common to receive a floor plan and discuss the day-of timings, including the ceremony start time, venue entry and exit times, and reception end time. You may also want to ask about the start time of the main meal, photo opportunities, last call, and any cut-off times for music or amplified audio.
Finally, it is important to review the contract carefully before signing it. Compare the contract with your notes from the tour and ensure that all the details match what you were initially told. It is also helpful to have a non-emotional partner, friend, or relative review the contract with you to negotiate any changes and ensure that you are getting what you expected.
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Extras
- It is important to consider your budget, guest count and what is most important to you about your wedding day before you book a tour.
- If you have a non-negotiable vendor or venue, it is suggested that you contact them first to check availability.
- Wedding venue tours typically take between 45 minutes to two hours.
- It is recommended that you schedule at least an hour for each venue visit and ample driving time.
- It is also recommended that you visit your prospective venues around the same season and time of day that you would like to host your wedding.
- If you are touring multiple venues in a day, try to cluster your visits so that you can easily drive from one place to another without backtracking.
- If you are touring a mansion or private estate, remember that the owners may withhold the addresses of their privately-owned properties. If you know the location, make an appointment and ask for specific directions.
- It is a good idea to bring a notebook or digital device to keep track of the date, time and name of the person providing the information.
- You can also bring a snack and a beverage, as final tours take a fair amount of brainpower.
- If you are planning a destination wedding in a popular area, ask about seasonal events and annual tourist draws.
- Ask about what is included in the venue cost and what is not. For example, coordination services, storage, clean bathrooms, tents, waterproof outdoor lighting fixtures, indoor space for bad weather, handicap accessibility, awnings, non-slip ramps, extra rugs, and specialty glassware.
- If you are opting for an outdoor wedding, ask if there is a plan for bad weather.
- If you are planning to have music or amplified audio, ask if there is a cut-off time.
- If you are particular about a banquet coordinator or site rep, remember that there is a lot of turnover in the hospitality industry, so you may be dealing with someone else on your wedding day.
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Frequently asked questions
Wedding venue tours are usually private and are attended by the couple and their wedding planner, if they have one.
A wedding venue tour typically takes around an hour.
The venue representative will take you through the space and discuss what will be set up where. They will also talk about the timings for the day, including the ceremony start time, venue entry and exit times, and reception end time.
Venues can book up 12-18 months in advance, so it's recommended to start booking tours around 15 months ahead of time.
It's a good idea to ask about what is included in the venue cost. For example, ask if coordination services, lunch in the bridal suite, chairs for the ceremony, and speciality glassware are included. You should also ask about backup plans for bad weather, guest and vendor parking rules, and seasonal events that may affect traffic.
