Franklin Dean
Choosing a wedding venue is one of the most important and exciting decisions in the wedding planning process. There are many factors to consider when selecting a venue, such as the wedding style, aesthetic, budget, guest list, and location. It is essential to start the search early, as venues tend to get booked up quickly, and to read reviews from past couples to get a sense of their experience. Working with a local wedding planner can also help streamline the process and coordinate vendors and legal requirements. When visiting venues, it is crucial to ask questions about availability, pricing, setup, and accessibility to ensure the venue meets the couple's vision and needs.
| Characteristics | Values |
|---|---|
| Number of guests | Varies according to the couple's preference |
| Budget | Varies according to the couple's preference |
| Wedding style | Formal, casual, indoor, outdoor, ultra-modern, free-spirited boho, night-time, daytime, kids welcome, adults-only, etc. |
| Season | Spring, summer, autumn, winter |
| Date | Varies according to the couple's preference |
| Location | Local or destination |
| Venue type | Ballroom, old estate, farm, industrial space, garden, tent, etc. |
| Venue facilities | Setup and tear-down times, curfews, noise restraints, in-house vendors or external vendors, accessibility, parking, seating, etc. |
| Reviews | Read online reviews and ask friends and family for recommendations |
| Venue visit | Visit at least 3 venues, ask questions, take notes, and compare venues |
| Booking | Book the venue 9 months to a year in advance |
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What You'll Learn
Budget and guest list
When looking for a wedding venue, it is important to consider your budget and your guest list. These two factors are closely intertwined, as the number of guests you invite will influence the size of the venue you need and the cost per head.
Budget
The first step is to decide on an overall budget for your wedding. This will depend on factors such as your personal finances, whether you are receiving financial contributions from family members, and your individual priorities for the day.
Once you have a total budget, you can start allocating funds to different areas. The venue itself is typically the largest expense, but catering is also a significant cost, accounting for around 24% of the average wedding budget. Other costs to consider include:
- Alcohol and other drinks
- Photography and/or videography
- Music and entertainment
- Flowers and other decorations
- Wedding cake or other desserts
- Wedding attire and accessories
- Hair and makeup
- Stationery and signage
- Transport and accommodation
- Vendor meals and gratuities
- Taxes
It is worth noting that some venues may include certain items, such as tables, chairs, dishes, and drinks, in their packages, so be sure to clarify what is and isn't included in the rental price.
Guest List
The number of guests you invite will depend on the size and type of wedding you want to have, as well as any budget constraints. A small wedding typically includes 50 people or fewer, a medium wedding has 50-150 guests, and a large wedding has over 150 attendees. However, these definitions are subjective, and what is considered small, medium, or large can vary depending on cultural and family expectations.
When creating your guest list, consider any unique needs your guests may have, such as accessible parking or special seating arrangements. If your guests are travelling from out of town, you may also need to consider nearby hotel accommodations.
It is common for about 20% of invited guests to RSVP that they cannot attend, but this percentage can vary depending on factors such as the distance guests need to travel and whether it is a holiday wedding. It is also a good idea to prepare for guests who may show up without RSVPing or bring additional guests, to ensure no one is left without a seat or a meal.
By considering your budget and guest list together, you can make an informed decision about the venue that will best accommodate your wedding day.
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Wedding style and season
When it comes to wedding style, it's important to consider what type of aesthetic you and your partner want for your big day. Do you want a formal or casual wedding? An indoor or outdoor setting? An ultra-modern or free-spirited boho theme? Knowing your wedding style will help you narrow down your venue search and ensure that your venue aligns with your vision. For example, if you're going for an ultra-glam theme with acrylic and mirrored details, a rustic farm might not be the best fit. Similarly, if you and your partner love the outdoors, a classic hotel ballroom or contemporary art museum may not be the right choice.
Pinterest is a popular source of inspiration for couples looking to define their wedding style. Creating a vision board that covers your desired theme or aesthetic can be a helpful starting point. It's also crucial to keep in mind that your wedding style should reflect who you are as a couple and what feels authentic to both of you.
In terms of season, the time of year you choose to get married can impact the availability and cost of venues. Some seasonal venues, particularly outdoor sites, may be closed during certain seasons, so it's important to consider your preferred season and month before selecting a venue. For example, if you're planning a wedding during the colder months, an indoor venue might be more practical. Additionally, off-season and Sunday weddings can often be more affordable.
When deciding on the season, it's helpful to consider any specific spiritual beliefs, sentimental attachments, or preferences for certain times of the year that you and your partner may have. You should also take into account the availability of long-distance family or friends who you wish to attend. By aligning your venue choice with your preferred season, you can ensure that your wedding vision comes to life in the way you imagine.
Lastly, don't forget to keep your guest list and budget in mind when selecting a venue. These factors will influence the type of venue that is most suitable and ensure that your chosen space can comfortably accommodate your expected number of guests.
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Venue reviews
Reviews are an important part of the wedding venue selection process. They can provide valuable insights and help you make an informed decision about your big day. Here are some tips on how to use reviews to your advantage when choosing a wedding venue:
Read Online Reviews:
Sites like WeddingWire and The Knot offer a wealth of information with their extensive vendor reviews. WeddingWire, in particular, boasts the largest directory of local wedding vendors in the US, with over 3 million vendor reviews. These sites allow you to research venues, compare prices, check availability, and read reviews from real couples who have celebrated their weddings at these locations. The reviews can offer insights into various aspects of the venue, such as accessibility, staff professionalism, and even details you may not have considered.
Seek Recommendations:
Asking friends and family who have planned weddings for vendor recommendations can be incredibly helpful. They may have personal experiences to share and suggestions that could influence your decision. Their first-hand accounts can provide valuable information about the venue's quality, customer service, and any unique features or challenges they encountered.
Create a Pros and Cons List:
As you read reviews and gather recommendations, create a detailed list of pros and cons for each venue. Consider factors such as guest capacity, budget, decor flexibility, and any unique needs of your guests, such as accessible parking or special seating arrangements. This list will help you compare venues and make an informed decision that aligns with your vision and priorities.
Trust Your Instincts:
While reviews are valuable, it's important to trust your instincts when visiting venues. A place that looks stunning online or has rave reviews may not always align with your personal vision. During viewings, pay attention to how the venue makes you feel and imagine your wedding day there. If it doesn't feel right, it might not be the best choice, no matter how highly rated it is.
Ask the Right Questions:
Before finalising a venue, ensure you have a clear understanding of their policies and offerings. Ask about setup and tear-down times, curfews, noise restrictions, and vendor policies. Inquire about accessibility, including parking, entrances, exits, and seating options. Don't hesitate to ask the venue coordinator questions to ensure you have all the information you need to make an informed decision.
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Venue facilities and accessibility
When it comes to venue facilities and accessibility, there are several key considerations to keep in mind. Firstly, it is essential to establish your specific needs and requirements to ensure that the venue can accommodate them. This includes considering any accessibility needs for you, your partner, and your guests. Do you require wheelchair access, ramps, or wide doorways? Are there guests with limited mobility who will need accessible parking, elevators, or escalators? It is also important to think about the entry and exit points of the venue, as well as the accessibility of bathrooms, seating options, and other facilities.
In addition to physical accessibility, it is worth considering other facilities and amenities that the venue offers. This includes the availability of tables and chairs, as well as any included services such as catering, florists, bartenders, and planners. Some venues allow you to use your own vendors, while others prefer you to use their in-house services. If you have specific preferences or requirements for catering, decorations, or other services, it is crucial to inquire about the venue's policies and flexibility.
Location and transportation are also important factors in venue accessibility. Consider whether the venue is conveniently located for you and your guests, especially if there are elderly or disabled individuals attending. Look for venues with nearby hotels and transportation options to make travel easier for your guests. Additionally, don't forget to inquire about designated parking areas or accessible parking options to ensure a seamless experience for all attendees.
When evaluating venue options, it is highly beneficial to read reviews from couples who have previously hosted weddings at those venues. This can provide valuable insights into the venue's accessibility features and their commitment to creating an inclusive space. It is also worthwhile to physically visit the venues and ask questions about their accessibility measures. Inquire about specific details, such as ramp access, accessible bedrooms and toilets, and any other adaptations they have made to ensure that all guests can fully enjoy the venue.
Lastly, consider the overall atmosphere and inclusivity of the venue. A respectful and accommodating staff can greatly contribute to a positive experience for you and your guests. Ensure that the venue is not only physically accessible but also welcoming and inclusive of all individuals, regardless of their abilities, ages, or other factors. By keeping these considerations in mind, you can create a stress-free environment where everyone can navigate and enjoy the celebration without limitations.
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Venue availability and booking
When it comes to venue availability and booking, there are several factors to consider. Firstly, it is essential to have a rough idea of your wedding date and guest count before beginning your search. Wedding venues are typically booked 9 months to 2 years in advance, so starting your search early maximizes availability options.
Once you have a date and guest estimate in mind, you can create a list of potential venues that fit your desired aesthetic and budget. When creating this list, be sure to research the specific offerings and rules of each venue. For example, some venues may offer all-inclusive packages with in-house caterers and florists, while others may allow you to bring your own vendors. Additionally, some venues may have rules regarding noise curfews, candles, or confetti.
After narrowing down your list, the next step is to schedule site visits and ask important questions in person. This is your opportunity to inquire about availability, rental prices, and any other specific requirements you may have. Don't be afraid to ask a lot of questions, as this will help you make an informed decision. Some key questions to ask include:
- Is the venue available on your desired date?
- Does the venue have sufficient parking and bathroom facilities for your guest count?
- Are there any rules or restrictions regarding setup and tear-down times, noise, or decorations?
- What is included in the rental price, and what will need to be rented separately?
Finally, once you've found a venue that ticks all your boxes, be sure to read the contract carefully before signing. After you've secured your venue, you can move on to other tasks, such as filing for permits, meeting with vendors, and finalizing decorations and menu choices.
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Frequently asked questions
It is recommended to book your wedding venue between nine months and a year in advance. If you have a specific date in mind, it is best to start looking even earlier.
There are several factors to consider when looking for a wedding venue. Firstly, decide on the wedding style and aesthetic you want, including whether you prefer an indoor or outdoor venue, a particular season, and the number of guests. You should also think about the venue's location and whether it will be convenient for your guests to travel to. Other considerations include the venue's pricing and what is included in the price, such as tables and chairs, catering, etc.
It is recommended to tour at least three wedding venues to have a good frame of reference and make an informed decision.
It is important to ask a lot of questions when visiting potential venues. Some questions to consider include: setup and tear-down times, curfews, noise restrictions, accessibility, availability, and rental prices. You should also ask about the venue coordinator and whether they make you feel comfortable and professional.
It is generally recommended to keep the group small when viewing a venue to avoid too many conflicting opinions. Aside from your partner, you may want to bring someone who is contributing to the cost of the wedding.
