Franklin Dean
Planning a wedding involves many steps, and one of the most important and exciting is choosing the venue. Wedding venues are typically booked 1-2 years in advance, so it's essential to start looking early and set up appointments to view potential locations. When setting up appointments, it's helpful to consider the type of venue you want, your budget, and the availability of the venue on your desired dates. It is also a good idea to research what the venue provides, such as tables, chairs, and parking, and whether they have backup options for outdoor weddings. During the appointment, you will likely be given a tour of the property and provided with information about pricing and availability. It is important to ask questions and negotiate if necessary to ensure the venue can accommodate your needs.
| Characteristics | Values |
|---|---|
| Number of people to bring | It's best to keep the group small, but some suggest bringing both sets of parents, especially if they are contributing financially. |
| How to book | Call for an appointment, ask for specific directions, and look up the location online. |
| How long to book for | Each viewing typically lasts between 30 minutes and one hour, but it's recommended to schedule at least an hour per venue and leave ample driving time. |
| When to book | Wedding venues are typically booked 1-2 years in advance, but some only need a few months' notice. It's recommended to book 1 year to 9 months in advance. |
| What to ask | Ask about the venue's capacity, availability, cost, and what they provide (e.g. parking, tables, chairs, linens, etc.). Inquire about backup options for outdoor weddings. |
| Where to look | Search for venues that fit your vision and budget. Consider different venue types, locations, and styles. |
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What You'll Learn
- Who to bring: both sets of parents, or just you and your partner?
- What to ask: capacity, availability, costs, and backup plans?
- When to book: aim for 9 months to 2 years in advance?
- How long: viewing appointments are typically 30 minutes to 1 hour?
- Where: cluster visits to drive efficiently between venues
Who to bring: both sets of parents, or just you and your partner?
When it comes to deciding who to bring when viewing wedding venues, there are a few things to consider. Firstly, it's important to keep the group size manageable. While there are no rules when it comes to planning your wedding, bringing too many people can result in conflicting opinions and cloud your own judgment. It's also important to consider the venue's capacity and give the coordinator a heads-up on the number of people attending so they can be prepared.
That being said, it is common and often encouraged to bring both sets of parents when viewing wedding venues. This is especially true if they are contributing financially to the wedding, as it allows them to be involved in the planning process and have a say in the decision-making. It can also be helpful to have additional perspectives when assessing venues, as they may notice important details that the couple might miss.
However, some couples prefer to view venues with just themselves or with a smaller group to avoid the potential for too many conflicting opinions. This can be a more efficient way to view venues and make decisions without external influences. In this case, the couple can always share their impressions and seek input from parents and other family members after the fact.
Ultimately, the decision of who to bring when viewing wedding venues is a personal one. It's important to consider the dynamics of the group and what will make the couple most comfortable. Some couples may opt to bring both sets of parents to all viewings, while others may choose to bring them only to the venues being seriously considered. It's also acceptable to go solo or bring other individuals, such as a maid of honour, best man, or siblings.
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What to ask: capacity, availability, costs, and backup plans
When setting up appointments to view wedding venues, it's crucial to have a clear understanding of what to ask during the visits. Here are some essential points to cover regarding capacity, availability, costs, and backup plans:
Capacity
- Guest Count: Confirm that the venue's capacity aligns with your expected guest count. This is crucial, as you want to ensure everyone can be comfortably accommodated.
- Multiple Events: Inquire if there will be other weddings or events booked on the same day. If so, clarify how this will impact your event, especially regarding parking, common spaces, and the overall experience.
- Parking: Ask about on-site parking availability. If parking is limited, request recommendations for alternative parking options or transportation solutions, such as taxis or ridesharing services.
- Restrooms: Assess whether there are adequate restroom facilities for your expected guest count. If not, inquire about renting additional portable restrooms.
Availability
- Preferred Date: Start by asking if your preferred wedding date is available. If not, inquire about similar dates during that time of year that you could consider.
- Access Timeframe: Understand when you and your vendors can access the venue before the wedding. Ask about setup times, including whether you can access it the evening before, and when guests and vendors need to vacate the premises after the event.
Costs
- Quoted Cost: Discuss the quoted cost and what it includes. Costs are often specific to guest count and rental hours, so clarify any potential hidden fees, such as service or tax charges, to avoid surprises.
- In-house vs. External Vendors: Understand the venue's policies on vendors. Some venues require the use of their in-house services or preferred vendors, which may include caterers, DJs, bartenders, etc. Ask about additional costs for these services and whether you have the flexibility to hire your own.
- Food and Beverage Minimums: If you need to hire external catering, inquire about any minimum charges for food and beverages. Also, ask about their ability to accommodate specific dietary restrictions and allergies and request a tasting to ensure the quality meets your expectations.
Backup Plans
- Weather Contingency: For outdoor ceremonies or receptions, understanding the venue's weather policy is crucial. Ask about their backup plan or alternative location in case of unfavourable weather conditions, such as rain.
- On-site Backup Spaces: Inquire about on-site areas where the bridal party can get ready, such as a bridal suite or groom's suite, in case of unexpected delays or last-minute preparations.
Remember to take notes during your appointments and ask detailed questions to ensure you have a comprehensive understanding of what each venue offers and how it aligns with your vision for your wedding day.
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When to book: aim for 9 months to 2 years in advance
Wedding venues are typically booked anywhere from 9 months to 2 years in advance. The time of year will impact venue location and popularity, so you may need to book your venue sooner than you think. For instance, if you're planning a summer wedding, it's best to book your venue well in advance. June is one of the most popular months to get married, so it's ideal to secure your venue at least a year ahead of time.
Spring is the second most popular wedding season, so you'll have a bit more flexibility, but you should still aim to book at least a year in advance. If you're planning a fall wedding, it's become increasingly popular in recent years, even surpassing summer as the most popular time to get married. For an autumn ceremony, you'll likely need to book your venue over a year in advance.
If your timeline is shorter, it's recommended to secure your wedding venue as soon as possible after you get engaged. This way, you can ensure your preferred location is available on your desired date. It's also important to keep in mind that your venue selection will influence other factors of your wedding, such as your desired theme, accommodation, and transportation.
When deciding on a wedding venue, it's essential to consider various factors. Firstly, determine whether you prefer an indoor or outdoor setting and whether you envision a large celebration or a more intimate gathering. The venue's capacity should align with your expected guest count. Additionally, consider the venue's location and proximity to hotels for out-of-town guests or potential traffic concerns. Don't forget to inquire about the venue's rules, such as curfews or restrictions on candles or confetti.
To streamline the process, create a checklist of venues that interest you and schedule site visits. During these visits, you can gather more detailed information, ask important questions, and determine if the venue aligns with your vision and budget.
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How long: viewing appointments are typically 30 minutes to 1 hour
The length of a wedding venue viewing can vary depending on your needs and interests in the venue. Some couples spend as little as 15 minutes at a venue they have their heart set on, while others spend up to 2 hours at a venue they are seriously considering. Typically, viewing appointments last between 30 minutes and 1 hour.
It is a good idea to set up appointments in advance, especially if you are visiting several venues in one day. This way, you can make the most of your time and ensure that the venue is available when you want to see it.
When planning your appointments, consider how much time you will need at each venue. If you are visiting a venue you are particularly interested in, you may want to allow for extra time to explore and ask questions. On the other hand, if you know that a venue is not for you, you may only need to spend 20 minutes there to confirm your initial impression.
To make the most of your viewing appointments, it is helpful to have a plan and a list of specific questions to ask. This will ensure that you gather all the information you need and that each venue doesn't blur into the next. It is also important to keep in mind that pictures and reviews can only tell you so much about a venue. By visiting in person, you can get a true sense of the space and confirm that it aligns with your vision for your wedding day.
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Where: cluster visits to drive efficiently between venues
When it comes to wedding venue visits, it's essential to be strategic about clustering venues by location to make the most of your time and effort. Here are some tips to efficiently plan and execute your venue visits:
Define Your Preferences and Criteria
Before you begin visiting venues, take time to discuss and define your preferences as a couple. Consider factors such as the desired atmosphere, location, indoor or outdoor setting, size, and any unique features you envision for your wedding. Having a clear idea of your criteria will help you narrow down the venues worth visiting.
Research and Create a List of Potential Venues
Use online resources and wedding planning platforms to search for venues that match your defined criteria. Read reviews, study photos, and gather initial information about pricing, capacity, and availability. Create a list of venues that seem promising, taking note of their addresses to help with clustering.
Map Out the Venues and Plan Your Routes
Plot the locations of your selected venues on a map to visualize their proximity to each other. Group venues that are relatively close together, aiming to minimize travel time between each stop. Plan your routes efficiently, considering factors such as traffic and the order in which you want to visit the venues.
Contact the Venues and Schedule Appointments
Reach out to each venue on your list and schedule appointments for visits. Be mindful of each venue's availability and try to arrange visits back-to-back to make the most of your time. Inform the venue coordinators about the number of people joining you, including your parents or anyone else you wish to involve in the venue visits.
Prepare a System for Organizing Information
Develop a system to efficiently organize the information you gather during your venue visits. Use a wedding binder with tabs for each venue, take detailed notes, and collect pamphlets, menus, rate charts, and other materials provided by the venues. If possible, take photos and videos to help you remember and compare the venues later.
Be Mindful of Your Time and Efficiency
On the day of your venue visits, be mindful of time management. Stick to your planned routes and schedules as much as possible. Allow for some flexibility, as you may spend more or less time at certain venues. If you're travelling with a larger group, ensure that everyone is punctual and respects the coordinators' time.
By following these tips and efficiently clustering your venue visits, you'll be able to make the most of your time, cover more venues, and ultimately get one step closer to finding your dream wedding location.
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Frequently asked questions
Wedding venues are typically booked 1-2 years in advance, but some only need a few months' notice. It's recommended to book your venue 9 months to a year in advance. If your dates are not flexible, you may want to start looking even earlier.
It's best to keep your group as small as possible to avoid too many opinions. However, you may want to invite those who are helping to pay for the wedding.
Ask about the venue's capacity, availability, and cost. Find out what the venue provides, including tables and chairs, parking, setup and tear-down times, noise restraints, and whether they allow outside vendors. If you're planning an outdoor wedding, inquire about backup options in case of bad weather.
Viewings typically last between 30 minutes and one hour. The length of the viewing can depend on the size of the venue, the amount of detail the venue coordinator goes into, and how many questions you ask.
Once you've found a venue you like, call and ask for specific directions, including cross streets. If you're touring multiple venues in a day, try to cluster your visits to avoid backtracking. Schedule at least an hour per venue visit and ample driving time.
