George Boyle
Choosing a wedding venue is one of the most important decisions in the wedding planning process. The venue sets the tone for the entire celebration, so it's essential to select one that aligns with your vision and budget. Before embarking on your search, it's crucial to determine your overall wedding budget and guest list, as these factors will significantly influence your venue options. It's also important to consider the location, season, and style of your wedding, as well as the availability of accommodation for out-of-town guests. Reading reviews from married couples and seeking the assistance of a wedding planner or venue coordinator can provide valuable insights and help you make an informed decision. Ultimately, trust your instincts and choose a venue that feels right for your special day.
| Characteristics | Values |
|---|---|
| Budget | The first step in the wedding planning journey; the venue will be the biggest chunk of the budget. |
| Guest list | Create a guest list before choosing a venue to know how many people the venue should accommodate. |
| Location | Consider the distance from the venue to hotels and other accommodations for out-of-town guests. Think about transportation and whether the venue is remote. |
| Catering | If you want impressive food, consider a wedding restaurant. Try the food before deciding. Ensure the catering provides food suitable for your guests' dietary restrictions. |
| Timing | Book the venue 9 months to a year before the wedding. |
| Aesthetics | The venue sets the tone for the entire celebration. Consider the style and season of your wedding. |
| Coordinator | A venue with an on-site coordinator will guide you through the logistics. |
| Reviews | Read reviews from other couples who have held their wedding at the venue. |
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What You'll Learn
Budget
Deciding on a wedding venue is one of the most important steps in the wedding planning process. It is also one of the most expensive parts of the wedding. Here are some tips to help you choose a venue that fits your budget:
Know your numbers
Before you start looking at venues, it is important to determine your overall wedding budget and how much of it you want to allocate to the venue. It is also essential to have an estimate of your guest count, as this will impact the venue you choose. A venue that is too large for a smaller guest list may feel empty, and you don't want to squeeze too many guests into a small space.
Location, location, location
The location of your wedding venue will have a significant impact on the cost. In some metro areas, a budget of $20,000 for 100 guests may be laughed at, while in other parts of the country, this could be average. Research venues in your desired location to get an idea of the cost, and consider whether you are willing to compromise on location to stay within your budget.
Compare what's included
Venue pricing can be confusing and is often not clear and simple. Some venues only charge a room rental fee, while others may charge extra for tables, chairs, linens, dinnerware, drinkware, parking, insurance, catering, corkage, cake cutting, and additional hours. There may also be taxes, gratuities, and service charges added to the total bill. When comparing venues, be sure to ask for big-picture pricing and a breakdown of what is and isn't included in the cost.
Think outside the box
Unconventional venues can be a great way to save money on your wedding venue. Consider places like community organizations, parks, zoos, aquariums, museums, libraries, or even a restaurant with a separate event space. These venues often have lower rental fees and may include more amenities, helping you save money on your big day.
Plan ahead
Wedding venues tend to get booked up to a year in advance or more, so it's essential to start your search early. This will give you a better chance of finding a venue that fits your budget and your vision for your special day.
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Guest list
The guest list is one of the first steps in choosing a wedding venue. Even a preliminary draft will help you visualise your celebration and ensure your venue is the perfect size.
If you're planning a large wedding, find a venue with a maximum capacity above your guest count. Weddings are social events, so there should be plenty of space for guests to mingle and dance. If you're planning a more intimate wedding, consider whether your guests will feel lost in a large space.
The location of your guest list will also impact your venue choice. If you have a lot of out-of-town guests, consider the distance from hotels and other accommodations to your venue. Think about the general accessibility of the venue and transportation for your guests. If your ceremony and reception are in two locations, you'll need a plan for transporting guests.
Your guest list will also influence the availability of your venue. The availability of your chosen venue will impact the date of your wedding. If your dates are flexible, you may have more venue options.
Your guest list will also help you decide whether to hire a wedding planner. Wedding planners can provide advice on venues that suit your guest count and budget. They can also help with discounts on decorations and vendors. If you don't hire a wedding planner, consider whether your venue provides a coordinator to assist you on the day.
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Catering
There are various options to consider when it comes to wedding catering, and it's important to choose what suits your needs and budget. Firstly, you can opt for a venue with in-house catering, where the venue provides the catering along with the space rental. This can include hotels, golf clubs, country clubs, and restaurants, which usually have kitchens on-site and a chef who is proficient at their job. In-house catering can be convenient as there is no need to coordinate with external caterers, and it may also be possible to store items like flowers or cake in their coolers. However, the menu options may be more limited and basic, and the food may be typical wedding fare.
Alternatively, some venues work with an exclusive caterer, where they have a partnership with a specific catering company. This can be beneficial as the caterer is familiar with the space and takes pride in their work at the venue. Another option is to choose a venue with a catering list, where they provide a list of recommended caterers who have worked at the venue before. This gives you some freedom of choice while saving you time on research, and ensuring the caterers are familiar with the venue's setup.
If you prefer more flexibility, you might consider a venue with open catering, which allows you to bring your own caterer or choose any catering company. This option offers endless possibilities, from food trucks to pizza or BBQ, and smaller catering companies can benefit from the business. However, it may require more coordination and research, especially if your chosen caterer is not familiar with the venue.
Cost is also an important factor to consider when deciding on catering. In-house catering can sometimes be more expensive, with potential hidden costs and minimum spending requirements. On the other hand, bringing your own caterer or choosing a venue with open catering can often be more affordable, as there are no minimums, and you only pay for what you need. It also offers greater menu customization options and potentially better food quality.
To make an informed decision, it's recommended to taste the food and compare prices before booking. You can also ask venues about total costs, including staff, cleanup, and any other additional services. By considering these factors, you can ensure that your wedding catering is not only delicious but also stress-free and within your budget.
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Location
The location of your wedding venue is a crucial decision that will impact your big day in many ways. Here are some key factors to consider when choosing a location:
Budget
Before beginning your search, it is essential to determine your overall wedding budget and how much of it you want to allocate to the venue. Venue pricing can vary, and there may be additional costs beyond the room rental fee, such as tables, chairs, linens, catering, parking, and more. Knowing your budget will help you narrow down venues that are within your price range.
Guest List
Creating a guest list should be one of the first steps in choosing a venue. Consider the number of guests you plan to invite and ensure the venue can comfortably accommodate them. You want enough space for tables, seating, a dance floor, and free movement for mingling. On the other hand, be mindful that a venue that is too large may feel empty and less intimate.
Accessibility and Accommodation
Consider the accessibility of the venue for your guests. If it is in a remote location, think about transportation options and the distance from hotels or other accommodations, especially if you have many out-of-town guests. Ensure there is a solid plan for transporting guests if the ceremony and reception are in different locations.
Season and Style
Think about the season you want to get married in and the style of venue that aligns with your vision. For example, if you dream of a rustic farm wedding, an ultra-glam wedding with acrylic and mirrored details may not be the right fit. Additionally, consider the colours you want in your wedding photos, as the season will impact the backdrop.
Catering
Food is an important part of your wedding day, so consider whether the venue offers in-house catering or has preferred caterers. Ensure that the catering options can accommodate your guests' dietary restrictions and provide children's meals if needed.
Remember, the location of your wedding venue sets the tone for your celebration, so choose a place that feels right and aligns with your vision and budget.
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Venue coordinator
A venue coordinator is responsible for the day-to-day operations of the venue and ensuring that everything is in place for your wedding. They are a key point of contact and can make you feel comfortable and at ease about your wedding plans.
When considering a venue, it is important to ask about the coordinator's role and responsibilities. Some coordinators may only be responsible for the venue itself, while others may also oversee catering and beverages. If you are planning your wedding without a wedding planner, it is a good idea to choose a venue with an on-site coordinator. They know the venue inside out and can expertly guide you through the logistics.
Before visiting venues, it is worth doing your research and having a rough idea of your guest numbers. This will help you determine if the venue can comfortably accommodate your guests in the style you desire. You don't want to squeeze 200 guests into a space meant for 20, and vice versa. The venue coordinator should be able to advise on this and help you envision your day.
The venue coordinator should also be able to provide clarity on pricing. Wedding venue pricing can be complex, with various additional costs beyond the room rental fee. It is important to confirm the big-picture pricing and understand what is included in the final bill.
It is recommended to book your venue 9 to 18 months in advance, and viewings can last between 30 minutes to an hour. Trust your instincts and choose a venue where you can envision celebrating your special day.
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Frequently asked questions
First, decide on your budget, guest list and favoured locations. Then, do your research and read reviews from couples who have actually held their wedding at venues you're considering. If you can, hire a wedding planner to help you find the perfect venue.
A good wedding venue will be the right size for your guest list. It will also be within your budget and have the desired facilities and amenities, such as parking, catering, accommodation for guests and a dance floor.
Go with your gut and select a venue where you can easily envision celebrating your special day. Beware of venues that are too far away or difficult to get to, especially if you don't plan on providing transport. If you're planning to have your ceremony and reception in the same place, choose a venue that offers both.
The ideal timeline for booking your wedding venue is around 9 months to a year before the wedding. However, if your dates are not flexible, you may want to start looking even earlier. It can take a couple of months to find the right place.
