Junior Rasmussen
Choosing a wedding venue is one of the most important decisions in the wedding planning process. The venue sets the tone and influences other aspects of the wedding, including the vendors, decor, attire, and even your guests' travel plans. To find the perfect venue, it's essential to start by establishing a budget and determining the guest list size to gauge the scale of the event. It's also crucial to consider the location, style, and availability of the venue, as well as any additional services or restrictions the venue may have. By starting the search early and considering these factors, couples can find a venue that aligns with their vision and creates a memorable celebration.
| Characteristics | Values |
|---|---|
| Budget | Draft a budget before searching for a venue and decide how much you want to allocate for the venue. |
| Guest list | Have a rough estimate of the guest count before selecting a venue to ensure there is ample room for tables, seating arrangements, and a dance floor. |
| Location | Consider the proximity of the venue to the airport, accommodation, and ease of access. |
| Date | Be flexible with your wedding date to maximize venue availability. |
| Style | Choose a venue that aligns with your wedding style and theme. |
| Capacity | Ensure the venue has the capacity to accommodate your guest count comfortably. |
| Amenities | Inquire about what the venue provides in terms of parking, tables, chairs, linens, bathrooms, etc. |
| Restrictions | Ask about any noise restrictions, curfews, setup and tear-down times, and whether external catering is allowed. |
| Reviews | Read reviews and view the venue in person to ensure it feels right and aligns with your vision. |
| Coordinator | Evaluate the venue coordinator's professionalism and comfort level. |
| Contingency | If planning an outdoor wedding, inquire about backup options in case of inclement weather. |
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What You'll Learn
Budget, guest list size, and location
The three main factors that will determine your wedding venue are budget, guest list size, and location.
Budget
Firstly, the venue will likely take up a large chunk of your wedding budget. So, it's important to be realistic about what you can afford. Consider whether you want to spend more on the venue itself, or whether you want to spend more on other aspects of your wedding, like catering, drinks, photography, videography, or floral design. Some venues will include certain things in their packages, like tables and chairs, dishes, silverware, drinks, or a wedding cake, so it's worth shopping around to find a venue that suits your budget and your needs.
Guest List Size
The size of your guest list will also affect the venue you choose. Wedding venues have a maximum number of guests they can accommodate, so you need to decide on your guest list before you choose your venue. The average wedding size varies depending on location and generation, but any wedding over 100 people is considered big. You can also have an intimate wedding of under 50 people, or a medium-sized wedding of 50-100 people.
Location
The location of your wedding venue is another crucial factor. You could choose a venue that reflects the local charm and culture of the city, like an artistic neighbourhood or a renowned wine country. Or, if you prefer a rural location, you could choose a quiet farm surrounded by nature. You should also consider the convenience of the location for your guests. A centrally-located venue, or one that's close to hotels or accommodations, will minimize travel time and stress for your guests.
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Availability and contingency plans
When it comes to availability, it is crucial to start your search early. Wedding venues can get booked up to a year in advance or more, so it is essential to begin your search and schedule site visits as soon as possible, especially if you have a non-negotiable wedding date in mind. This will maximise the availability of venues and give you a wider range of options to choose from.
Once you have a few potential venues in mind, it is important to ask the right questions to ensure their availability and suitability for your wedding. Find out if there are any scheduled renovations or large projects planned near your desired date, as you don't want construction noise or an obstructed view to interfere with your celebrations. Inquire about their maximum capacity to ensure the venue can comfortably accommodate your guest list, and ask about any additional elements that may come with extra charges, such as access to an after-party space or costs for cocktail hour gatherings.
If you are planning an outdoor wedding, it is essential to have a contingency plan in place. Always prepare an indoor space or a tent as a backup option in case of inclement weather. Consider the location of the venue and any potential travel disruptions that may impact your guests' ability to reach the venue. If you are getting married in an area prone to traffic, take commute hours into account, especially if you are planning a weekday wedding.
In addition to weather and travel contingencies, it is important to ask the venue about their emergency procedures. Find out how they would handle unforeseen circumstances, such as natural disasters like hurricanes, wildfires, or blizzards. Inquire about their policies on external catering in case your culinary requirements cannot be met in-house. Ask about setup and tear-down times, curfews, and noise restrictions, especially if you plan to have loud music or a late-night reception.
Finally, it is beneficial to have a wedding planner or on-site coordinator to guide you through the logistics and ensure that all your bases are covered. They can provide valuable insights and help you navigate any challenges that may arise during the planning process, giving you peace of mind and confidence in your venue choice.
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Venue style and theme
Choosing the right venue is crucial to bringing your wedding theme to life. Your wedding theme is a reflection of your personal style and tastes, and it sets the tone for your special day. It influences everything from decor to attire and entertainment.
Before you start venue hunting, clearly define your wedding theme. Your theme will influence the type of venue that's best suited for your celebration. For example, a rustic theme works well with venues that have a natural, outdoor element, such as parks, backyards, and ranches. A modern wedding might opt for an art gallery, well-designed restaurant, or warehouse space. A vintage-style wedding could adorn a venue with antique decor, such as weathered doors and worn-in wooden tables. A romantic, fairytale wedding might opt for a dreamy setting like a rose-laden courtyard, a romantic winery, or a castle. A preppy wedding theme fuses playfulness with formality and works well with nautical or beachy nuptials. A desert-themed wedding might integrate some bohemian elements and mid-century modern architecture.
You can also get a sense of how you want your wedding to look and feel by examining your home decor style or your dream home. You can incorporate this style into the venue through floral arrangements and other details.
Consider the season and setting of your wedding. The venue and time of year can influence your theme, and off-peak days can allow for a more intimate and relaxed celebration. Also, consider the number of guests you're expecting to invite. You don't want to choose a venue that is too small for your guest list.
Finally, don't forget to list all of your partner's expectations, too. During this process, you should also set your priorities—maybe you want a venue with a huge dance floor, or one with stunning gardens.
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Catering, amenities, and accommodation
Catering
Food and drink are one of the biggest expenses for a wedding, so it's important to choose a caterer who can deliver on your culinary vision. First, check if your venue offers in-house catering. If they do, enquire about their catering options, including whether they offer a diverse menu and can accommodate specific dietary preferences or restrictions. Ask if tastings are included in the contracted catering price, and whether there are additional costs for increasing staff numbers. If your venue doesn't offer in-house catering, ask if they have a list of preferred vendors they've worked with in the past. You can also ask your wedding planner or other vendors for recommendations. When interviewing caterers, be clear about your budget and ask about their licensing and insurance.
Amenities
When choosing a venue, consider what rental items are included in the price. Basic items like tables, chairs, and linens are often included, but you may have to pay extra for items that better fit your vision. Some venues may also include essentials like parking, setup and tear-down, and staff in their pricing, while others may charge extra. If you're planning to have live music, bring your dog, or use candles, make sure your venue allows these.
Accommodation
Consider where the majority of your guests will be travelling from and how this might impact their attendance. Think about the proximity of your venue to major transportation hubs, such as airports, and the availability of nearby accommodation options that align with your guests' budgets.
Other Considerations
It's important to choose a venue that aligns with your wedding vision and theme. For example, a rustic theme may be better suited to a park, barn, or ranch than a luxury hotel. Avoid choosing a venue that is too large or too small for your guest list, and make sure to inquire about backup options for outdoor weddings. Finally, read reviews from previous couples and trust your instincts when it comes to the venue and coordinator.
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Reviews and recommendations
To make the process more manageable, create a venue research spreadsheet to track all your research on wedding venue ideas. Include columns for capacity, availability, type, layout, rates, website, restrictions, and parking/transportation. This will help you organize your thoughts and make an informed decision.
When considering reviews and recommendations, pay attention to the venue's accessibility and facilities. Check if the venue has functional elevators, accessible entrances and exits, adequate parking, and seating options for any guests with unique needs.
It's also important to consider the venue's vibe and how it aligns with your vision for the wedding. For example, a rustic theme may be better suited to a barn or park than a luxury hotel. Think about the decor and whether the venue will require additional lighting or decorations to match your style.
If you're considering an all-inclusive venue, research what this includes and whether it fits within your budget. All-inclusive venues can offer convenience, but it's important to ensure they can cater to your specific needs and preferences.
Finally, trust your instincts when choosing a venue. If a place feels right and you can easily envision celebrating your special day there, it's likely the right choice.
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Frequently asked questions
Wedding venues tend to get booked up to a year in advance or more. It's recommended to start your search and schedule viewings nine months to a year before your wedding. This will maximise availability and give you a wider range of options.
First, decide on your wedding style and vision. Consider whether you want an indoor or outdoor setting, and whether you want something classic, rustic, modern, or bohemian. Then, think about practicalities like guest list size, location, proximity to the airport, accommodation, and ease of access. Finally, read reviews and ask about what's included in the package, such as parking, tables, chairs, linens, and catering options.
Trust your instincts and choose a venue that feels right. It should align with your vision and easily allow you to envision celebrating your special day. It's also important to consider the venue coordinator: do they make you feel comfortable, and are they professional?
For more guidance, consider hiring a wedding planner to help you navigate the process and avoid expensive mistakes.
