One of the biggest decisions to make when planning a wedding is choosing the wedding venue. Most of the other plans will depend on what the venue looks like and its location.
It sets the tone for the entire event and influences everything from the guest experience to the overall aesthetic of the wedding. So you need to put a lot of thought into making the right choice here. But how do you decide?
This article gives a detailed guide on how to choose a wedding venue for your special day. Find out now.
Here Is How To Choose A Wedding Venue
1. Create a Budget First
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You cannot just jump right in without considering how much you need to spend. Figure out how much you are willing and can afford to spend on the venue.
Remember that it’s a good idea to talk about not only the cost of renting the space, but any extra expenses pertaining to catering, decorations, and rentals. Ideally, it should be agreed upon from the start because there is nothing worse than fixing a particular venue and only to realize that it is quite beyond your reach.
You also don’t want to spend all the money on the venue and find out later on that you cannot afford a different wedding necessity.
2. Consider the Wedding Date
If you already have a venue in mind, there’s a high chance that they may already be booked and may be unavailable on your wedding day. So, are you willing to adjust your wedding date to get the venue?
You need to think about this and come to a conclusion. Some couples prefer to check a venue’s availability before choosing a wedding date and this is a great idea, but it all comes down to preference.
3. Visit and Compare Potential Venues
Once you have a shortlist of potential venues based on your vision, budget, and logistics, schedule visits to each of them. Seeing the venues in person will give you a better sense of the space and how well it aligns with your vision. Take note of the layout, ambiance, and overall condition of the venue.
You can consider creating a chart or spreadsheet for comparison. This will help you easily find out what matches your preferences more and fits your priorities. Here are some points the comparison chart should include:
- Name of venue
- Location
- Capacity
- Type of wedding hall – hotel, country club, outdoor, restaurant, ballroom, vineyard, beach, etc.
- Layout of the hall
- Rates
- Availability
- Time limits
- Accessibility – can guests have good parking and transportation? Can you access it easily?
- Extra facilities
- Catering restrictions – do they provide catering or do you need to find one yourself?
- Website link
With this chart, you can get a clearer view of all options and make the right choice.
4. Choose the Type of Wedding Venue you Prefer
There are several types of venues for weddings and your choice depends on what ambiance you want on your special day.
Some couples who love nature may prefer outdoor venues like gardens, vineyards, beaches, or parks. Others may want elegant ballrooms or modern event spaces. What about castles or mansions?
Be free to pick a venue that tells about your personal style and complements the overall ambiance you want to create on your wedding day.
5. Read Reviews
Reviews are very important if you want to find the best venue. Find out from other couples how their events went and try to look for genuine feedback on the venue’s service, responsiveness, and overall experience.
You can also ask your friends, family members, and other vendors for recommendations. For example, a caterer may have worked with several venues, so they can definitely give recommendations.
6. Talk to a Wedding Planner
Not everyone uses wedding planners, but they have so much experience. If you don’t know how to choose a wedding venue, a wedding planner can help.
We would even advise speaking to a wedding planner before you go ahead to look at spaces. They are more familiar with venues, their layouts and what items or designs you may need to make a venue come to life.
7. Know Your Guest List
When you know who’s coming, you can choose a venue that can comfortably accommodate everyone, align with your budget based on per-head costs, and suit the atmosphere you want to create.
Knowing the guest list can help you improve the guest experience. You can easily plan seating, parking, and accommodation for guests coming from out of town.
8. Don’t Choose a Space That is Too Big
Most often, everyone places so much focus on getting a big space. Yes, no one wants to cram 250 people in a venue fit for 150. On the other hand, you also don’t want your wedding space to feel empty.
A space that is too large can make your wedding feel empty and impersonal. Choose a venue where your guests will comfortably fill the space, enhancing the ambiance and ensuring everyone feels connected to the celebration.
9. Review Contracts Carefully
When choosing a venue, it is always wise to go through the contract to understand the terms and conditions of the agreement.
Some of the aspects may include the cost of renting the venue when payment should be made, when and how cancellations can be made, and other charges that might be incurred in the process of renting the venue.
Explain all ambiguities with the venue coordinator and make sure all the issues are crystal clear and agreed upon in writing. You should also check for vendor restrictions.
Sometimes a venue will collect an extra fee if you don’t comply with their preferred list of vendors. If you are fine with the restrictions, it’s a good idea to check out their reviews and meet with them in person.
10. Trust Your Instincts
At the end of the day, it’s your wedding. Consider how the venue feels, its atmosphere, and how well it aligns with your vision for your special day.
If it feels a little bit off and doesn’t work for you, check out other options. Your instincts will guide you toward a venue that reflects your unique style and ensures a memorable wedding experience for you, your partner, and your guests.
What Questions Should I Ask A Wedding Venue Coordinator?
When speaking with a wedding venue coordinator, here are important questions to ask to ensure you have all the necessary information before making a decision:
- Is the facility free on the wedding date of choice?
- How many people would you be able to comfortably host for an event at the venue?
- How much is the rent and what does the rent cover?
- What are the extra charges that I need to budget for or other charges that are usually not displayed upfront?
- How much deposit is required and what does your payment schedule look like?
- Do you offer in-house catering? If so, what are the menu options and pricing?
- Are we allowed to hire our own caterer or are we restricted to only a list of recommended caterers?
- Where and how is the kitchen set up, particularly for the caterers?
- What is the setup and breakdown time frame? Is there an additional cost for extended hours?
- Is it possible to decorate, put candles, or other items we intend to use for the wedding in any way?
- Do you provide any decor items or rental services?
- Is there enough accommodation for cars belonging to the guests? Is it free?
- Is the place convenient for disabled persons, people with mobility issues or elders?
- Will there be a coordinator on-site during the wedding
- What measures are put in place in incidences of bad weather or other emergencies?
- Are there noise regulations or curfews?
- Are there restrictions on photography, music, and other forms of entertainment?
- Are there any accommodations available on-site or nearby for out-of-town guests?
- Am I allowed to take a look at a sample contract?
- What are the cancellation and refund policies of the product and or services that are being offered?
These are important questions that will help you gather everything you need to know about the venue and find one that meets your expectations.
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