Junior Rasmussen
Choosing a wedding venue is one of the first major decisions in the wedding planning process, and it's not to be taken lightly. The venue sets the tone for the entire wedding, from the attire to the decor. Before stepping foot on your first venue tour, it's essential to have an open discussion about your budget and what you're comfortable spending, as well as deciding on the season or month you'd like to be married. When you find a venue you like, don't shy away from asking lots of questions during your tour—you'll want to have as much information as possible to make your decision. Some important questions to ask include: What is included in the package and the total cost? What is the venue's capacity? Is the venue accessible via public transportation, and what is the parking situation? Does the venue have in-house catering, or do we need to bring in an outside caterer? It's also crucial to get everything in writing in your final contract to avoid any misunderstandings.
| Characteristics | Values |
|---|---|
| Budget | Discuss the budget and what you're comfortable spending before touring venues |
| Venue Style | Consider whether you want a formal, casual, or eclectic venue and research different types of wedding locations |
| Season | Decide on the season or month for the wedding, keeping in mind that rental pricing is often tied to the seasons |
| Venue Capacity | Check the venue's capacity to ensure it can accommodate your guest list |
| Venue Availability | Inquire about the venue's availability for your desired date and ask about any discounts for off-season dates or weekdays |
| Transportation and Parking | Determine parking availability and costs. If the venue is inaccessible by public transportation, provide guests with local taxi numbers |
| Catering | Ask about in-house catering options or if you can bring in an outside caterer. Inquire about any food and beverage minimums and whether you can bring your own liquor |
| Rentals | Confirm if the venue provides necessary rentals like chairs, tables, dinnerware, and barware, or if you need to arrange them separately |
| Vendors | Clarify if there are preferred vendors and if you are allowed to bring in external vendors. Ask for any recommendations if you can choose your own |
| Rules and Restrictions | Understand any rules and restrictions, such as those related to décor, open flames, or setup changes |
| Timing and Payment Schedule | Discuss the rental hours, overtime fees, payment plans, and payment schedules |
| Contract Details | Review the contract thoroughly, including cancellation policies and refund procedures |
| Guest Accommodations | Provide details of nearby accommodations for out-of-town guests, including a range of prices and options |
| Guest Information | Include the exact address of the wedding venue(s) and transport options in the guest information sheet |
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What You'll Learn
Budget and what's included
Deciding on a wedding venue is one of the first big decisions in the wedding planning process. It is important to be realistic about what you are willing to pay and what you can afford. The average wedding in Missouri is $28K, while the national average wedding budget is $33K. However, these are just averages, and the cost of a wedding venue varies depending on location, season, and day of the week. Peak seasons like spring and summer weekends typically cost more.
Before touring venues, it is essential to discuss your wedding budget and what you are comfortable spending. Your venue will likely be at the top of your budget priority list, so it is crucial to understand what is and isn't included in the package. Some venues offer all-inclusive packages that include items like food, decor, and rentals, while others may have additional costs for these items. It is important to ask about every service provided and be clear about all the extras that can add up, such as tables, chairs, linens, plateware, silverware, glassware, and additional hours.
When considering a venue, ask about their packages and cost, including any additional fees, and if there is any flexibility with the prices for off-season dates or non-Saturday nights. Inquire about their in-house catering services or if you can bring in an outside caterer, and whether they include alcohol in their packages. Also, ask about other inclusions like a day-of coordinator, approved vendors, and any rules or restrictions, such as no open flames or setup changes.
Don't forget to factor in other wedding budget items like catering, cake, drinks, entertainment, transportation, and stationery. It is important to prioritize and compromise to stay within your budget.
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Venue style and theme
The venue style and theme are crucial aspects of wedding planning, as they set the tone for the entire event. The venue and theme should reflect the couple's personal style and preferences, creating a specific visual and emotional experience for the couple and their guests.
When selecting a venue, it is essential to consider the desired style and theme of the wedding. Do you envision a formal, black-tie event or a more casual, intimate gathering? A formal wedding might call for a ballroom venue, such as a hotel or country club, while a casual wedding could be set in a rustic barn or outdoor garden.
Popular wedding themes include rustic, boho, country, modern, garden, vintage, beach, romantic, and glamorous. The theme will guide the overall style direction, including décor, attire, and even the food. For example, a rustic wedding typically features natural, pared-back elements like twine, lace, wood, and string lights. It often takes place in a barn or outdoor setting, creating a cozy and down-to-earth atmosphere. On the other hand, a glamorous wedding might be held in a ballroom or rooftop venue, with sparkles, luxury, and elegant attire.
The season and location can also inspire the wedding theme. For instance, a spring wedding may be held indoors due to unpredictable weather, while a summer wedding could be a beach-themed celebration with a relaxed, sunkissed vibe.
Ultimately, the venue style and theme should work together to create a cohesive and memorable experience that reflects the couple's unique style and vision for their special day.
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Catering and bar
In-house Catering or External Caterers
Firstly, you need to find out if your chosen venue offers in-house catering. Many ballrooms, hotels, and country clubs provide this service, making wedding planning more convenient. If they do, ask about their menu options, pricing, and availability on your wedding date. Inquire about their experience with weddings and whether they can accommodate any specific dietary requirements or themes you may have, such as offering local or seasonal ingredients, or a fusion of different cuisines.
External Caterers
If the venue does not have in-house catering, ask if you can bring in your own caterer or if you must choose from a list of approved caterers. Find out if there is a food and beverage minimum and the consequences of not meeting it. Discuss whether you need to purchase liquor through them or if you can source it elsewhere. If you can bring your alcohol, clarify if there is a corkage or service fee. Ensure the venue has the facilities and essentials necessary for an external catering team to prepare meals on-site.
Catering Style and Service
The style of catering should reflect the overall atmosphere and formality of your wedding. For a casual and relaxed event, consider a buffet or family-style service. For a more formal and elegant affair, a plated service with multiple courses may be more appropriate. Think about incorporating interactive food stations, such as a build-your-own taco bar or a sushi rolling station, to add a unique and fun element to your reception.
Bar Services
Decide on the type of bar service you want to offer. A full bar provides the most variety but can be expensive. Beer and wine only is a more affordable option, while a cash bar can help manage costs, although it may not be well-received by guests. Consider adding a signature cocktail to your menu, ensuring a non-alcoholic version is also available. Provide a range of non-alcoholic options, including soft drinks, juices, and mocktails, to cater to all your guests' preferences.
Additional Services
Consider the extra services you may require, such as on-site security, guest transportation, pre-event setup, post-event cleanup, and event coordination. These services can enhance the overall experience for you and your guests, ensuring a seamless and enjoyable wedding.
Remember to discuss all the details with your venue and catering partners to ensure a well-planned and memorable wedding day.
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Logistics and transport
When it comes to logistics and transportation for your wedding, there are several factors to consider. Firstly, decide on the season and month of your wedding, as this may impact the availability of your chosen venue and the rental pricing. Some venues have higher pricing during peak seasons, so it's good to keep that in mind.
Next, consider the distance between your ceremony and reception venues. If they are more than 30 minutes apart, it is advisable to provide transportation for your guests to avoid inconveniencing them with rideshare charges or lengthy drives. This is especially important if you have guests attending from out of town or if your venue is in a location with limited access to taxis or ridesharing services.
Now, let's discuss transportation options. You can choose from a variety of vehicles, including stretch limos, party buses, shuttles, minibuses, or even a revamped school bus for a quirky touch. Consider your guest count and budget when making this decision. For example, a stretch limo can accommodate 12 to 14 people and typically costs between $350 to $500 for three hours, while shuttle buses can vary from $800 to $1,200 depending on the time needed.
If your wedding party is getting ready off-site, booking transport services for them is a thoughtful gesture to ensure their timely arrival. It is also recommended to choose a transportation point person, whether it be your wedding planner, a close friend, or a family member, to oversee logistics and handle any transportation-related issues on the day of the wedding.
Lastly, don't forget to plan your routes in advance. Try to take different routes to your wedding venue(s) at the expected time to estimate arrival times, and provide your drivers with detailed directions (including hard copies) to the ceremony and reception sites.
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Dates and timing
When it comes to wedding planning, timing is everything. One of the first steps is to decide on a season or month for your wedding, as this will determine the availability of venues and impact the overall aesthetic of your special day. For instance, spring weddings often take place indoors due to unpredictable weather, while summer and early fall are considered peak wedding seasons, with venues booking up faster and at premium prices. If you're planning a beach wedding, it's best to book 12-18 months in advance to secure your preferred date and location. Similarly, historic or popular venues may require booking up to two years in advance due to high demand.
On the other hand, off-peak seasons like late fall, winter, and early spring can offer more flexibility and discounted rates. During these times, you may have more options and the opportunity to negotiate better rates. Winter weddings, in particular, can be surprisingly popular, so securing your venue about nine months in advance is recommended. If you have a specific wedding venue in mind, you may need to be even more proactive, as your desired location might not always be available. In such cases, you might consider changing your wedding date or extending your engagement to book your dream venue.
Once you've decided on a season or month, it's time to start touring venues and asking crucial questions about dates and timing. First and foremost, inquire about the venue's availability on your target date. Don't shy away from asking if they have any flexibility with prices for off-peak dates or days of the week that are less popular for weddings, like weekdays or Fridays. Remember that rental pricing in the wedding industry is often tied to the seasons, with higher prices during peak season.
Additionally, consider the timing of your wedding day itself. If you're having your ceremony and reception at the same venue, guests won't need to travel between locations. However, if you're opting for separate sites, be sure to account for travel time in your timeline to ensure a smooth transition to the post-ceremony festivities. Discuss with your venue the timing for vendors, such as photographers, caterers, and entertainment, as their setup and arrival times will impact the flow of your day. Finally, ask about the timing for your wedding party's preparations, as hair and makeup for multiple individuals can take a significant amount of time.
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Frequently asked questions
It's important to have an open discussion about your wedding budget and what you're comfortable spending. Your venue will likely be at the top of your budget priority list, so it's crucial to factor in all possible costs. Consider the guest list and whether the venue can accommodate your desired number of guests. It's also a good idea to ask about the availability of your chosen date, whether the venue offers in-house catering, and whether there are any additional fees or requirements you should be aware of.
Ask about the venue's package details, including what is included in the total cost and whether there are any additional fees for service, gratuity, or cleaning. Inquire about the availability of your desired date and whether there is any flexibility with pricing for off-season dates. Find out about the venue's capacity and accessibility, including parking options. Ask whether they have an in-house caterer or if you need to bring in an external caterer. If you plan to bring your own alcohol, inquire about any associated fees for serving it on the property.
Confirm whether the venue provides a day-of coordinator and if they will be present for the entire duration of the event. Find out if there are any noise ordinances or rules you need to be aware of, especially if you plan to have music or dancing late into the night. Inquire about the setup and cleanup times allowed and whether there are any restrictions on hanging decorations or moving furniture. Ask about the accommodation options for the bridal party and guests, including any discounted rates at nearby hotels.
Be mindful of potential issues such as the venue not providing something they were contracted to deliver. It's important to have a clear contract and a default provision to outline the recourse for both parties if either side fails to fulfil their obligations. Ask about the postponement and cancellation policies, including any associated fees. If you plan to use external vendors, clarify whether there are any approved vendor lists or limitations you need to be aware of. Finally, confirm the point of contact at the venue for your wedding day and ensure this information is communicated to your vendors.
