How Choose The Perfect Wedding Venue
Wedding Planner
Elettra Wiedemann | Executive Director of Mama Farm
September 21, 2023
Congratulations on your engagement! Choosing a wedding venue will help set the tone for your Big Day. Whether you dream of an intimate rustic celebration, a beachfront extravaganza, or a grand ballroom affair, this guide will take you through a step-by-step process to help you choose the perfect wedding venue that aligns with your vision and budget.
Consult Your Wedding Planner
We highly recommend hiring a wedding planner for your wedding. A wedding planner will play a crucial role in helping you choose the perfect wedding venue. In addition, a wedding planner will bring valuable connections in the industry which can save you time and money. Start by discussing your vision and preferences with your planner. Mention the type of venue you desire and your vision, whether you're leaning towards a rustic barn, a beach setting, or an elegant ballroom. Your wedding planner will consider your ideas and recommend venues that align with your style and budget.
By having a professional handle the details of your wedding and help you find the perfect venue, you can focus on the excitement and joy of getting married. We have a helpful article on how to hire a wedding planner here.
Ask for Recommendations
Leverage your planner's experience by asking them for recommendations on wedding venues. They will likely have a list of potential venues that they have worked with and loved, or know to be great because they have received positive reviews from their previous clients and/or colleagues. Your planner will also be familiar with the logistics and considerations of various venues, giving you a better understanding of what to expect logistically, budgetarily and otherwise.
Site Visits
Your wedding planner can accompany you on on-site visits to potential venues. Their expertise will be invaluable as they note crucial elements that you may overlook. For example, they might assess the acoustics, lighting and accessibility of the space. They’ll understand if extra tents are needed as food prep or service tents, etc. In addition, their critical eye can help identify potential issues that might arise, such as limitations on decorations or what needs to happen in the event of inclement weather. They will also make sure that requirements for any required permits are made clear and help you to obtain them. Please check with venues if any permits or restrictions apply to the area before committing.
Negotiating with the Venue
A significant advantage of having a wedding planner is their ability to negotiate contracts with vendors and venues on your behalf. They may be able to secure better rates or more favorable terms due to their existing relationships with the venues.
Coordination and Communication
Your wedding planner will liaise with the venue throughout the planning process, ensuring that all your requirements are met. Their open line of communication will also ensure that any changes or updates are promptly conveyed, keeping your wedding team on the same page. Deliveries to your venue will also be coordinated, as well as the breakdown after the event.
Check out our article on how to hire a wedding planner
Identify Your Wedding Style And Theme
In choosing a venue, consult your dreams and imagination for your Big Day. Have you been dreaming about this moment since you were a child? What did your Big Day look like in your imagination? Share ideas with your partner and choose a style and theme that best represents you as a couple. It is also important to consider your values – what really matters to you both? For example, if you love Nature, animals, and farm-to-table dining, Mama Farm is the perfect location for you to have your wedding day. Other ideal wedding venues might be an outdoor space like a cozy barn or a lush vineyard. These settings can offer many opportunities to incorporate natural elements and use simplistic decorations - let Nature do the decorating work for you!
If your taste leans more toward a traditional or opulent wedding style, you may want to explore grand ballrooms, exquisite mansions, or even historical sites. These locations can easily accommodate your elegant theme with elaborate centerpieces, crystal chandeliers, and formal table settings.
Remember that the venue plays a significant role in determining the atmosphere and overall experience of your wedding. As you visit potential locations, pay close attention to how each one fits with your chosen style and theme. Don't be afraid to ask questions or inquire about customization options to ensure the venue can accommodate your vision. Maybe venues will have photos to share of past celebrations, which can be a helpful source of inspiration.
Explore Wedding Venue Types And Inclusions
When it comes to weddings, there are various venue options from ballrooms to beaches and everything in between. Take some time to research and visit different locations to get a feel for what appeals to you. Again, working with a wedding planner can make this process much more efficient and easy.
Once you have narrowed down your venue search, gather information on each venue's offerings, such as catering, lighting, and sound equipment. Some venues may provide these services in-house, while others may require you to hire external vendors. Create a table to compare what's included in each package, focusing on the particular aspects that matter most to you.
Venue Catering Lighting Sound Equipment Other Inclusions
Venue 1 Yes Yes Yes Venue Coordinator
Venue 2 No No Yes Outdoor space
While exploring venues, consider the accessibility for your guests. Outdoor locations, for example, may require additional planning for attendees with mobility issues. Bathrooms can also be an issue in some outdoor locations. It's essential to ensure that everyone can comfortably join in the celebration.
Additionally, ask about the flexibility of venue spaces. If you plan on having both your ceremony and reception in the same location, determine if there are separate areas for each event or if a quick transformation will be necessary.
Some venues have a dedicated venue coordinator. This person can be a significant asset during your planning process by helping you to navigate the logistics of the space, helping with layout, offering a list of preferred vendors and coordinating with the vendors. Make sure to inquire if a coordinator is included in your package or if you will need to hire one separately.
Gauge Your Guest Count
When thinking about a wedding venue it is also important to have an estimate of your guest count. Do you want a close-knit affair with only your nearest and dearest or a grand celebration with everyone you know? Finding a location that comfortably accommodates all your invited guests is essential. Start by creating your wedding guest list, considering your family, friends, colleagues and your partner's. Discuss your preferences with your partner and arrive at a ballpark guest count. This will help you filter out venues that won't accommodate your needs.
Keep in mind that not all your guests might be able to attend your wedding. A general rule of thumb is to expect around 80% of your invited guests to attend if most of them are local. If you have many out-of-town guests, this number might decrease to around 65%. Plan accordingly, so you don't end up booking a venue that's too big or too small.
Once you have an estimated guest count, make sure to inquire about the venue's capacity. Some venues have different rooms or areas with varying capacities. Ensure that the space you choose can comfortably hold your wedding guests while still leaving room for dancing, dining, and mingling.
It's also a good idea to consider the layout of the venue, taking note of things like:
Seating arrangements: Is there enough space for all your guests to be seated, preferably at round or long tables?
Dance floor: Can the venue easily accommodate a dance floor without feeling cramped?
Buffet or food stations: If you opt for a buffet or food stations, make sure there's enough room for guests to easily access the food without creating bottlenecks.
Think About Guest Comfort And Enjoyment
It is essential to ensure that the venue can comfortably accommodate everyone without feeling cramped or overcrowded. You should have enough space for seating, dining, and dancing. Check if your preferred venue has both indoor and outdoor spaces to cater to various preferences.
For out-of-town guests, think about their accessibility to the wedding venue. Is it easy to reach by public transport? Are there nearby accommodation options for them to stay overnight, such as hotels or rental homes? Talk to the venue manager about any existing partnerships they might have with local hotels to possibly secure special rates for your guests.
Don't forget about the facilities at the venue. Are there enough restrooms available? Is there a designated area for children to relax if needed? Are there areas where people can rest and be in climate control, if you’re having a summer wedding? Make sure there's ample parking as well, so guests can arrive stress-free.
To further enhance guest comfort and your peace of mind on your Big Day, consider the environment. If your wedding is outdoors, have a plan in place for possible adverse weather conditions. You might consider providing parasols for shade or cozy blankets for cooler temperatures.
Finally, think about your guests' preferences in terms of food, drink, and entertainment. Make sure to offer a variety of food options to suit different tastes and dietary restrictions. When planning your entertainment, be open to suggestions from your loved ones and select a variety that appeals to everyone.
Visit Prospective Wedding Locations
When searching for your perfect wedding venue, it's essential to visit potential locations in person. This will give you the chance to experience the ambience, assess the space, and visualize how your dream venue will look on your special day. It is also important to meet the venue’s team in person to make sure there is a good vibe between you and your partner! Having a good working relationship with your venue’s team will make the process of creating your wedding fun and you’ll know you have good people to count on for your Big Day should any hiccups occur (and some always occur!).
Once you have your list of potential venues that suit your needs and style, schedule site visits to each venue. During these visits, try to envision how your wedding will look in each setting, remembering to keep a few key factors in mind:
Size: Does the venue have enough space to accommodate all your guests comfortably while leaving room for the dance floor, tables, and other essentials?
Layout: Consider the flow of events during your wedding day. Is there enough space for the ceremony, cocktail hour, and reception? Are there separate areas for each part of the day, or will the venue require "flipping" between events?
Aesthetics: Take note of the venue's overall look and feel. Does it match the theme and style you've envisioned for your wedding? Think about how you can integrate your personalized decorations and color schemes into the existing space.
While touring each venue, ask plenty of questions and take notes. Here are some key aspects to inquire about during your site visit:
Accessibility: Can all your guests, including those with disabilities, easily access all parts of the venue? Are there ramps, elevators, or other considerations to take into account?
Amenities: Verify what amenities are included, such as chairs, tables, linens, and restrooms. Does the venue provide any additional services such as catering, lighting, or audio/visual equipment?
Restrictions: Be aware of any limitations, such as noise ordinances or restrictions on decorations, that might affect your plans. Be sure to also ask about whether there are necessary permits to serve liquor, etc.
Remember, your venue search is an investment in your big day, and visiting prospective wedding locations will help you make an informed decision. Take your time, and you'll find the dream venue that brings your vision to life!
Ensure There's A Plan B
When planning your wedding, it's essential to have a Plan B in place, just in case unforeseen circumstances arise. Establishing a backup plan will save you a lot of stress and ensure the success of your big day, even if things don't go exactly as planned.
Consider the weather: If you're planning an outdoor wedding, make sure to have a backup indoor location available in case of inclement weather. For example, if you're booking a garden venue, check if they have a ballroom or a covered area that can comfortably accommodate your guests in case of rain. Additionally, include provisions for extreme temperatures by arranging for heaters or cooling methods.
Alternative dates: While postponing the wedding is not ideal, having alternative dates in mind is a good idea, especially during uncertain times like a pandemic. This way, if you need to reschedule, you already have potential dates that work for you and the venue.
Backup vendors: If a vendor cannot deliver their services on the day of your wedding, having a list of backup options is crucial. This could include catering services, photographers, or entertainment options. Make sure to maintain a list of alternative contacts and share it with your wedding planner or coordinator.
Emergency kit: Prepare a wedding day emergency kit that contains items such as a first-aid kit, scissors, extra shoes, umbrellas, styling tape, a sewing kit and even bandages for blisters. These items can help address minor issues that might arise throughout the day and keep things running smoothly.
By having a Plan B in place, you'll feel more confident and comfortable in the lead-up to your wedding, knowing that you're well-prepared for any unexpected situations. This foresight allows you to focus on enjoying your special day with your partner, friends, and family.
Evaluate Parking And Lodging Facilities
When choosing a wedding venue, it's essential to assess the parking and lodging facilities available for your guests. You'll want to make sure everyone attending your special day can conveniently find a place to park their vehicle and have a comfortable place to stay nearby.
Start by asking the venue if they have on-site or nearby parking lots. Consider the number of guests attending your wedding and determine if the available parking spaces are adequate for their needs. If parking is limited or not available, you might want to explore alternate transportation options, such as a shuttle bus service for your guests.
Additionally, evaluate the accessibility of public transportation to the venue. It's an alternative for guests who may not have a car or prefer not to drive. Ease of access to the venue is crucial, as it can impact your guests' arrival time and overall enjoyment of your ceremony and reception.
After assessing the parking situation, research local lodging options for your out-of-town guests. Determine if hotels, motels, or bed-and-breakfasts are nearby and if they offer special rates for wedding guests. Remember to prioritize comfort and convenience when recommending accommodations to your guests. If possible, visit the locations before suggesting them to ensure they meet your standards.
Lastly, think about the distance between the venue and the lodging facilities. Your guests will appreciate a short commute after a long day of celebrating with you. Providing information on transportation options to and from the venue like taxis, rideshare services, or shuttles, will make your guests feel well taken care of. Take extra care to ensure that your elderly guests or those with very young children are taken care of to get to and from your wedding venue.
By taking the time to evaluate parking and lodging facilities, you'll ensure a seamless experience for all your guests, allowing them to focus on celebrating your special day with you.
Read Reviews
When choosing a wedding venue, it's essential to read reviews from other couples who have hosted their weddings there. This will give you valuable insights into the venue's performance, customer service, and overall satisfaction.
Some venues will have reviews on websites like WeddingWire and The Knot, which are specifically designed for wedding planning and offer reviews on a wide range of venues. Smaller venues might not be listed on these sites as they charge hefty fees, so instead you can check their Google reviews for more diverse opinions from the community, as well as feedback on their social media platforms. While you're reading the reviews, pay close attention to the following points:
Consistency of positive reviews: It's a good sign if a venue consistently receives positive feedback from various sources. This usually means they perform well and meet the expectations of their clients.
Details about the venue's features and services: Reviews might provide information on the things that make a particular venue stand out, like an exceptional view, unique decor, delicious food, or attentive staff. These details can help you determine if the venue aligns with your preferences and requirements.
Unbiased opinions: Reading both positive and negative reviews will help you get a balanced understanding of the venue. Keep in mind that one bad review shouldn't deter you from considering the venue, but if a specific issue appears frequently, it should raise concerns.
As you gather these insights, make a note of any venues that receive consistently high praise and meet your criteria. By reading reviews, you'll be better equipped to make an informed decision on which wedding venue is the perfect match for your special day.
Listen To Your Instincts
When choosing a wedding venue, it's essential to listen to your instincts. You might have a gut feeling about a particular location, and that's something you should not ignore. After all, your wedding day is a significant personal event, so trusting your intuition can make a difference!
As you visit different venues, pay attention to how each one makes you feel. If you instantly get a warm, positive vibe, it might be the perfect place for your wedding. On the other hand, if something feels off or makes you uncomfortable, don't hesitate to explore other options.
Remember, trusting your instincts doesn't mean you should make a hasty decision. Take the time to evaluate each venue carefully. Consider factors such as the location, size, cost, and availability, as well as how well it aligns with your wedding vision. Ultimately, it is essential that you feel a strong, positive connection to the venue you choose.
By paying attention to your instincts and thoroughly evaluating your options, you can confidently select a wedding venue that is perfect for you and your special day.
Ask Questions
When choosing a wedding venue, it's essential to ask questions to ensure it meets your needs and expectations. Doing so will help prevent any last-minute surprises or issues. Here are some crucial questions to ask the venue when making your decision.
Availability and capacity: First and foremost, find out if the venue is available on your desired date. Additionally, inquire about the maximum capacity to ensure it can comfortably accommodate all your guests.
Pricing and payment terms: Ask for a detailed breakdown of the costs involved, including rental fees, catering, and any additional services or equipment they provide. Also, inquire about payment terms, deposit requirements, and cancellation policies.
Catering and menu options: If the venue provides catering services, ask for sample menus and pricing options. Don't forget to discuss any dietary restrictions or preferences you may have. Be sure you ask for a tasting before you commit and pay attention to reviews of the food, drinks and service if the venue has their own in-house catering.
Decor and layout: Discuss the different layout options and décor themes the venue can offer. This includes table setups, lighting, and any limitations on decorations or changes you can make. Ask to see photos of past events and weddings to gather inspiration.
Parking and accessibility: Make sure there's ample parking for your guests and that the venue is easily accessible for those with mobility issues.
By thoroughly asking questions and being proactive in your communication with the venue, you're well on your way to finding the perfect location for your special day. Remember to visit different venues, compare their offerings, and trust your instincts. Happy planning!
