Junior Rasmussen
Touring wedding venues is one of the most exciting parts of wedding planning. However, it can also be confusing and overwhelming. Couples should consider their budget, guest count, and wedding criteria before touring venues. While there is no magic number for how many venues to tour, most couples tour 2-4 venues after narrowing down their options through online searches and recommendations. It is important to plan ahead, as venues can book up 9-18 months in advance. When touring venues, couples should pay attention to their feelings about the space and the venue owner/manager, and ask questions about availability, access, vendors, and logistics.
| Characteristics | Values |
|---|---|
| Number of venues to tour | There is no magic number, but most couples tour 2-4 venues. Some couples tour 4-5 venues, and some only tour one. |
| Venue type | Beach-front, historic mansion, rustic, modern, ballroom, barn, industrial, etc. |
| Budget | Discuss your budget and what you're comfortable spending before touring venues. |
| Guest count | Estimate your guest count before touring venues. |
| Date availability | Check online calendars to see if your preferred dates are available. |
| Questions to ask | What dates are available? How long will we have access to the venue? How many hours before/after the ceremony are we allowed? Do you have an approved or recommended vendor list? Are we allowed to use outside vendors, and are there additional charges for this? What are the logistics for restrooms, parking, lodging, temperature control, kitchen access, accessible entrances, and noise restrictions? |
| Online research | Use online searches, virtual tours, galleries, and customer reviews to narrow down your list of venues. |
| Appointment | Make an appointment to tour the venue rather than dropping in. |
| Comparison | Ask for price quotes based on different headcounts to understand your budget. |
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What You'll Learn
Narrow down your options with online searches and virtual tours
When it comes to finding the perfect wedding venue, the options can seem endless. To narrow down your choices efficiently, start with online searches and virtual tours. This will help you eliminate venues that don't meet your needs or preferences. Here are some tips to guide you through the process:
Define Your Preferences
Before you start your search, it's essential to have a clear idea of what you want. Consider the location, whether it's your hometown, the city you live in, or a destination wedding. Think about the time of year and the weather, especially if you're considering an outdoor venue. Define the size of the venue, taking into account your guest list, to eliminate options that are too small or too large.
Utilize Online Resources
Take advantage of online platforms like The Knot Vendor Marketplace, which allows you to search by region and offers curated lists of unique venues. Browse venues near you using websites like WeddingWire, where you can explore different venue types, such as indoor or outdoor, intimate or grand, rustic or elegant. Check out virtual tours, galleries, and online calendars to see if your preferred dates are available.
Reviews and Recommendations
Customer reviews and recommendations from friends and family can provide valuable insights. Reading reviews from previous couples can help you understand their experiences and identify potential red flags or highlights about a venue. Ask around to see if anyone you know has recently attended a wedding or has suggestions for venues that align with your style and vision.
Create a Shortlist
After browsing and researching, create a shortlist of your top venues. Pick your top two to three venues to focus on for now, as visiting too many venues can be overwhelming. This shortlist will be your guide when it comes to scheduling in-person tours and making final decisions.
Ask Questions
When evaluating venues online, don't hesitate to reach out with questions. Inquire about their capacity, available dates, and pricing. Ask about social distancing measures and how they may impact the venue's capacity. Request to see past wedding footage and photos to get a better sense of the space and how it can be transformed for your special day.
Remember, online searches and virtual tours are excellent tools to narrow down your options, but an in-person visit is still recommended before making your final decision. Happy venue hunting!
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Consider the time of year and date availability
When it comes to choosing a wedding venue, one of the most important considerations is the time of year and date availability. Here are some detailed insights to guide you through this process:
Time of Year
The time of year you choose for your wedding can significantly impact the availability and cost of venues. Spring and fall are generally the most popular seasons for weddings, leading to higher costs and limited date availability. If you're considering a wedding during these peak seasons, it's advisable to book early, as popular dates can be booked up to 12-15 months in advance. On the other hand, if you're open to off-peak seasons like summer or winter, depending on your location, you may find more venue options and potentially lower prices.
Date Availability
When considering date availability, it's best to be flexible. While some couples choose a specific date that is special to them and then look for venues available on that date, others prioritize finding their dream venue and then selecting a date from the available options. If you have your heart set on a particular venue, check their availability calendar and inquire about pricing for different seasons, as rates may vary between peak and off-peak seasons.
Day of the Week
The day of the week you choose for your wedding can also impact costs and availability. Saturday nights are typically the most expensive and in high demand, while Fridays and Sundays offer more availability and potentially lower rates. If you're open to a weekday wedding, you may find even better deals and more venue options. Keep in mind that certain dates with memorable number sequences, like 10/10/2020, tend to be popular, and hosting your wedding on a holiday weekend can present challenges and increased expenses.
Personal Considerations
Before finalizing a wedding date, consider your personal calendar and that of your loved ones. You may want to avoid dates that coincide with family birthdays, anniversaries, or other significant events. Additionally, take into account any major life changes or milestones that may overlap with your wedding planning, such as purchasing a new home or expecting a child. By aligning your wedding date with your personal preferences, calendar availability, and life milestones, you can create a more enjoyable and manageable planning experience.
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Make appointments and prepare questions in advance
Touring wedding venues is one of the most exciting parts of wedding planning. It is important to make appointments and prepare questions in advance to make the most of your tour. Here are some tips to help you prepare:
Making appointments
Before scheduling a tour, it is advisable to research the venue online, check their availability, and clarify their pricing. Many venues require bookings 9-18 months in advance, so it is beneficial to be flexible with your preferred date. When you have found a venue that meets your expectations, contact them to make an appointment for a tour. Remember that venue tours are often by appointment only and may be scheduled back-to-back, so it is crucial to arrive on time. Limit the number of people you bring with you, and ensure you dress appropriately, with comfortable shoes for walking.
Preparing questions in advance
It is essential to prepare a list of questions to ask the venue staff before your tour. This will help you gather all the necessary information, make informed comparisons between venues, and narrow down your options. Consider including questions about the number of weddings per day, rental hours, setup fees, and any additional costs, such as food and beverage minimums. Ask about the availability of on-site kitchen facilities, getting-ready rooms, and backup plans for outdoor ceremonies. If you have a specific date in mind, don't forget to inquire about the venue's availability before falling in love with it. Inquire about their experience hosting weddings of similar sizes to yours, and discuss layout options to ensure the space feels comfortable for your anticipated guest count.
Using checklists
To ensure you don't forget any important questions, create a checklist that you can reference during the tour. This checklist can include essential questions about parking, ADA-compliant facilities, the number of bathrooms, and alcohol restrictions. You can also use pre-made checklists available online, which cover crucial inquiries to make before, during, and after your site tour. Save these checklists to your phone or print them out to have them readily available.
Staying focused during the tour
During the tour, it is easy to become distracted by the excitement of the venue. Refer to your list of questions to stay focused and ensure you cover all the important details. Take notes and photos to help you remember the venue and make informed comparisons later.
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Evaluate the venue's interior, exterior, and surrounding area
Touring wedding venues is one of the most exciting parts of wedding planning. However, it can also be overwhelming. Most couples visit around three to four venues after shortlisting their options through online searches and recommendations. It is recommended that you limit your visits to two venues per day, allowing ample time to thoroughly evaluate each option.
When evaluating a wedding venue, it is important to consider not only the interior and exterior spaces but also the surrounding area. Here are some factors to keep in mind:
Interior
The venue's interior should align with the aesthetic you have in mind for your wedding. Consider the size of the space and whether it can accommodate your expected guest count comfortably. Pay attention to the lighting, as this can impact the overall atmosphere and your wedding photographs. Check if the venue has any included rental items, such as tables, chairs, linens, and flatware, and whether these fit your vision or if you will need to rent additional items. Also, inquire about any restrictions or rules regarding decorations, as you will want to ensure that you can execute your design ideas.
Exterior
The exterior of the venue is important, especially if you are planning an outdoor ceremony or want to make use of outdoor spaces for photographs or cocktail hour. Consider the surrounding landscape and how it aligns with your theme. For example, a garden venue with lush greenery may be perfect for a whimsical wedding, while a beachfront venue offers a romantic backdrop for a sunset ceremony.
Surrounding Area
Take note of the surrounding area and its convenience for your guests. Consider the accessibility of the venue, including parking options or proximity to public transportation. If you have guests travelling from out of town, you may also want to look into nearby accommodation options. Additionally, be mindful of any noise restrictions, especially if your wedding will continue into the evening.
Remember, while online images and virtual tours can be a great starting point, it is important to evaluate the venues in person to truly compare different sites and make an informed decision.
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Discuss details, fees, and your specific needs/wants
Touring wedding venues is one of the most exciting parts of wedding planning. It is important to be prepared with a list of questions to ensure you get all the information you need to make an informed decision.
First, you should discuss the availability of your preferred wedding dates and the cost implications of different seasons. Venues can book up 9-18 months in advance, so it is best to be flexible with your dates. Ask for detailed information about the rental fees and what is included in those fees. Some venues offer packages that include essential items and services, so it is important to understand the cost breakdown and what each cost covers. Ask about any additional costs that might arise, such as service charges, setup and breakdown fees, or overtime charges.
Next, you should discuss the venue's capacity and how the space can accommodate varying guest list sizes. Ask if the capacity changes depending on the layout and if there are different spaces for larger and smaller gatherings. You should also ask about the setup options available and whether there are any restrictions on decorations or alterations to the existing decor. If you are interested in live music or a large DJ setup, discuss any noise restrictions and the power sources available.
It is also important to ask about catering options and whether the venue has an in-house caterer or a list of preferred vendors. If you have a particular caterer in mind or any dietary restrictions, be sure to discuss these early on. Ask about food tasting opportunities and understand the venue's policies on alcohol service, including any corkage fees.
Finally, consider the practicalities such as parking and transportation options, disability access, and security measures. Ask about the venue's contingency plans for sudden weather changes and how they handle emergencies. By asking these questions, you can make an informed decision about whether the venue meets your specific needs and wants.
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Frequently asked questions
There is no magic number for how many venues you should visit, but most couples visit 3-4 venues after shortlisting their options. It is important to ensure you are viewing suitable venues that match your criteria, budget, and guest list.
Online searches can help you narrow down your choices using virtual tours, galleries, and customer reviews. You can also refer to recommendations from friends and family.
Some important questions to ask are: What dates are available? How long will we have access to the venue? Are outside vendors allowed? What are the logistics like—restrooms, parking, lodging, temperature control, kitchen access, noise restrictions, etc.?
Pay close attention to how you feel when you're in the space and interacting with the venue owner/manager. You want a positive experience and someone that is easy to talk to. It is also important to discuss the financial side of things and be aware of hidden costs.
