Lyla Dejesus
Choosing a wedding venue is one of the most important parts of wedding planning. It is recommended that couples start considering venues about three weeks after getting engaged, with the goal of booking a location about a year in advance. However, this timeline may vary depending on the season, with late spring being one of the most popular wedding seasons, and winter being more flexible. Couples may also want to consider their desired theme, accommodation, transportation, and other factors when selecting a venue. It is also important to visit the venue before booking, and most couples visit their chosen venue multiple times for official wedding business, food tastings, and to show their parents.
| Characteristics | Values |
|---|---|
| Number of times couples saw their wedding venue | 1-6 times |
| Reasons for visiting the venue multiple times | Checking the place out, taking parents to see it, signing the contract, food tasting, checking how others set things up, checking the foliage, meeting the coordinator, etc. |
| Average number of venues considered | 3-20 |
| Average number of venues looked at online | 14-50 |
| Time to book the venue | 6 months-1 year in advance |
| Factors influencing the timing of venue booking | Size of the facility, season, competition for the venue, whether it's a well-known venue, whether it's a destination wedding |
| Questions to ask before booking the venue | Rates for different days and seasons, packages available, hours included in the rental, proximity to lodging, rules and restrictions, number of staff members, availability of parking, etc. |
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What You'll Learn
Visiting the venue with family members
- It is common for couples to visit their chosen wedding venue multiple times, often accompanied by family members. This can include parents, future in-laws, siblings, and other relatives. These visits serve various purposes, from initial inspections to detailed planning and finalising decorations.
- When considering how many times to visit the venue, it is worth noting that couples typically tour several venues before making a decision. This exploration phase can involve researching and contacting numerous venues, narrowing down options, and then physically touring the most promising ones.
- During the venue selection process, it is essential to consider your priorities and "must-haves." This could include factors such as budget, capacity, location, availability, and the ability to bring your own caterers or alcohol. Having a clear understanding of your requirements will streamline the process and help you make a more informed decision.
- While it is important to visit the venue in person, especially with family members, it is also practical to utilise online resources. Virtual tours, reviews, and photographs can provide valuable insights and help you shortlist venues before committing to physical visits.
- When planning visits with family members, consider combining these trips with other wedding-related tasks, such as meeting coordinators, vendors, caterers, or potential DJs. This efficient approach can save time and provide a more comprehensive understanding of the venue's capabilities and limitations.
- Remember that the venue sets the tone for your wedding and influences other aspects of the event. It is worth visiting the venue at least once around the time of year you plan to wed to understand the foliage, weather considerations, and overall ambiance during that season.
- Finally, do not feel pressured to book a venue immediately. Take the time to consider your options, review contracts carefully, and ask questions. The right venue will accommodate your needs and work with you to create your dream wedding.
In conclusion, visiting the venue with family members is an essential part of wedding planning. By balancing research, in-person visits, and clear priorities, you can navigate this process confidently and make informed decisions about your special day.
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Touring multiple venues
Know Your Budget
Before you start touring venues, have an open discussion with your partner about your wedding budget and what you are comfortable spending. This will help you narrow down your venue options and ensure you don't fall in love with a venue that is out of your price range.
Do Your Research
Browse online and gather information about potential venues to narrow down your options to a select few. Consider the style and theme you are looking for. For example, if you want a rustic wedding, you might opt for a barn or a venue with rustic charm. If glamour is more your style, an elegant ballroom could be a better fit.
Make Appointments
Rather than dropping in, make appointments to tour the venues you're interested in. This ensures you get a proper tour and have the opportunity to ask questions. If you are interested in a private estate, respect the owner's privacy and make an appointment rather than stopping by unannounced.
Ask the Right Questions
When touring venues, come prepared with a list of questions to ensure you get the information you need. Ask about availability, pricing, and any additional fees for in-house services. Inquire about their planning services and whether they can accommodate your specific needs and vision for the wedding.
Keep Track of Information
Develop a system for organizing the information you gather from each venue. Create a wedding binder with tabs for each venue, or use a digital system to store your notes, photos, and handouts. This will help you compare venues and refer back to important details when making your decision.
Be Flexible with Dates
Venues can book up quickly, sometimes 12-24 months in advance. Rather than having your heart set on a specific date, be flexible and consider different seasons or months that might work for your wedding. This will give you more options and increase the likelihood of finding your dream venue.
Remember, touring wedding venues should be an exciting part of the planning process. Take your time, ask questions, and trust your instincts to find the venue that feels right for you.
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Visiting the venue for a food tasting
Number of Visits
The number of times you visit your wedding venue for a food tasting can vary depending on the venue's policies and your preferences. Some couples may only visit once for the food tasting, while others may go multiple times to accommodate family members or make adjustments to their menu choices. It is common to visit the venue at least twice: once for the initial tour and once for the food tasting.
Timing of Food Tasting
The timing of your food tasting can depend on the venue and caterer's availability. Typically, food tastings take place a few months before the wedding, ranging from three to four months in advance. This timing allows couples to make informed decisions about their menu selections and finalize the details before the big day.
Tasting Etiquette
When attending a food tasting, it is important to follow certain etiquette guidelines. Here are some tips:
- Bring a small group of up to four people, including your wedding planner if you have one. This group should be able to provide honest and helpful feedback.
- Remember to tip the waiter and thank the chef and their team, as they are the ones creating the flavors your guests will enjoy.
- If you haven't signed a contract yet, you can walk away and search for another venue if the food doesn't meet your expectations.
- If you have already signed a contract and are unhappy with the food, provide specific feedback and be polite but firm in requesting changes.
- Consider the overall experience, including the service and atmosphere, as well as the food itself.
Working with the Venue and Caterer
Communication and collaboration with the venue and caterer are crucial. Here are some tips:
- Ask the venue about their policies on food tastings and whether they offer them before booking. Some venues provide tastings for prospective clients during open houses or expos, while others conduct paid tastings or complimentary sessions for booked couples.
- If the venue requires the use of their in-house caterer, enquire about their food and be open to workarounds, such as tasting their food at a separate restaurant or requesting deductions from your venue deposit.
- Discuss any specific requirements or adjustments you may need, such as vegetarian options or accommodating dietary restrictions.
Remember, the food tasting is an opportunity to ensure that your wedding menu delights both you and your guests, so don't hesitate to provide feedback and make informed decisions.
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Seeing the venue before booking
Some couples choose to tour multiple venues before making a decision. This can be a fun and exciting part of the wedding planning process, but it can also be overwhelming and time-consuming. It's a good idea to start by researching venues online and creating a list of "must-haves" to help narrow down your options. This might include factors such as price, location, capacity, and availability.
Once you have a shortlist of venues that meet your criteria, you can start scheduling visits. It's recommended to visit a venue at least twice before booking: once for an initial tour and again for a detailed discussion with the coordinator. During these visits, it's important to pay attention to the small details and ask questions to ensure the venue can accommodate your needs. It's also a great opportunity to bring along family members or friends to get their opinions and input.
Some couples may visit a venue more than twice, especially if they are having other wedding events like a rehearsal dinner or if they need to meet with vendors such as photographers, DJs, or caterers. It's worth noting that most venues are accommodating and used to multiple visits, so don't be afraid to ask for what you need to make your decision.
Ultimately, the number of times you see your wedding venue before booking depends on your personal preferences and circumstances. Whether you visit once or multiple times, the key is to feel confident and excited about your choice.
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Visiting the venue for a wedding show
Before the wedding show
Do your research and prepare a list of questions to ask the venue manager or event coordinator. It is important to know what you are looking for, as it can be overwhelming if you go just to see without a clear idea. Ask for a picture of their current schedule to refer back to what dates are available. Some other questions to consider are:
- What services and amenities or fees are not obvious?
- What are the payment schedules and deadlines?
- What is the open-flame policy?
- What is included in the rental package?
During the wedding show
Make sure your phone or other digital devices are charged to take pictures and gather information. Many venues will hand out pamphlets, menus, rate charts, and other materials, so come prepared with a system for sorting and storing the information. If you are visiting with family or friends, it may be difficult to coordinate everyone's schedules, so try to plan ahead and accommodate their requests to see the venue.
After the wedding show
Compare your notes with what is written in the contract. It is easy to get emotionally attached to a wedding venue, but remember that it is not a done deal until you sign a contract. Now is the time to be business-like and put your emotions aside. If you are unsure, get a non-emotional partner, friend, or relative to help you review the small print and negotiate changes before signing.
Additional considerations
If you are planning a destination wedding, it is recommended to have at least two site visits to meet with vendors and seek out travel tips for your guests. It is also a good idea to do a food tasting and preview your floral and décor with an in-person mock-up. Remember, it is about you and your partner and what makes it perfect for both of you!
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Frequently asked questions
There is no one-size-fits-all answer to this question. Some people only visit their venue once before the wedding, while others may visit several times, especially if they need to meet with coordinators, do a food tasting, or finalise other details.
It is recommended that you visit your wedding venue at least twice before your wedding day. The first time is to see if the venue suits your needs and the second time is to finalise the details.
This depends on the venue and their availability. Some venues may allow you to visit as often as you like, while others may have restrictions in place. It is best to discuss this with your venue coordinator.
It is recommended that you start looking for and booking your wedding venue around 10 months to 1 year before your wedding date. However, this can vary depending on the season, with late spring being one of the most popular times, and winter being one of the most flexible.
Here are some important questions to ask your wedding venue before booking:
- What are the rates for different days and times?
- Are there different packages available?
- How many hours are included in the rental of the space?
- How early can we arrive on the wedding day?
- How many staff members will be on-site during the wedding?
- Are there any rules or restrictions we need to be mindful of?
- Is there parking available on-site?
- Are there preferred vendors we should be aware of?
