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The Step-by-Step Guide to Choosing the Perfect Wedding Venue in 2019
Weddings are more free-spirited now than they’ve ever been. From brides ditching the dress, to no cut flowers being used, to forgoing the wedding cake, there really isn’t much you can’t opt to have. There’s only one thing that you will always need, and that’s a venue.
Your venue is where you’re going to go to celebrate with your family and friends, to dance the night away, and to eat and drink in honor of your union.
Your venue can make or break your wedding, which is why everyone wants to choose the perfect one! But with so many options out there, it can be incredibly hard to find exactly what you need.
It used to be that wedding venue options were pretty limited. It ranged from church basements to hotel ballrooms and not much in between, but with a multitude of locations now opening their doors to wedding parties, you can find the exact location to perfectly fit you and your spouse’s vision.
Whether that’s a giant yurt in a field, a quaint AirBnB by the water, a stunning greenhouse, or a rustic barn—with a little hunting, you’ll be sure to find the ideal spot!
Follow our tips, and you’ll find the perfect wedding venue in no time!
- Estimate how many people you want
Before you start visiting locations, you have to get a rough estimate of how many people you’re going to want at your wedding. Not every venue can accommodate every wedding party, which is why your wedding guest number is key. Many people inaccurately assume that having a smaller wedding means you will be able to host your wedding anywhere. However, larger locations that can accommodate larger parties will often charge a fee for smaller parties, since they are not as lucrative as weddings of 200 or more. If your final attendance number ends up being smaller than you originally planned, that’s okay! It’s easier to deduct guests from a final count than it is to add. If you do end up having to pay for plates for guests that didn’t attend, see if the venue will throw in a couple more appetizers or add a bit of extra time to the reception to make up for it. These are low-cost additions for the venue but will help make up for the wasted food.
- Talk to a planner
A wedding planner who’s local to the area you’re hoping to get married in will have a better understanding of all the venues available to you and what they offer. They may also have some inside knowledge about hidden gems! Wedding planners are familiar with a space’s capabilities and layout and if it will work for the wedding you’ve envisioned. They will also know whether venues have stipulations for vendors or limitations on liquor licenses.
- Location or date?
The date of your wedding is the thing most couples choose first. However, many couples severely limit their venue options when they choose their date first. If you want access to the most venues available, leave your wedding date open to better work with what venues will have available to you. This can be especially important if you’ve fallen in love with a venue and want to do everything you can to secure a date. Some popular wedding venues book up to 18 months in advance.
If you are looking to save money, choosing a date that’s in the off-season can save you hundreds, if not thousands of dollars.
However, if your wedding date is important to you and has significance in your life, then you may have to be willing to have a much longer engagement to score the venue of your dreams.
- Understand your vision and find a venue that aligns with it
If you have an unlimited budget, you can turn any space into what you want. However, most of us are not dealing with an unlimited budget, which is why you should try to find a venue that already aligns with your vision. While it might seem obvious to try to seek out venues that already fit the aesthetic vision you have in mind for your wedding, many couples focus solely on price or availability.
Now, that doesn’t mean your wedding venue needs to be so perfect that it doesn’t require any additional décor. Instead, look for spaces that suit the general idea of your wedding. For example, if you’re having a more modern wedding, places like art galleries or modern restaurants will suit you better than trying to transform a fussy ballroom. If you’re hoping for a more rustic wedding with plenty of outdoor elements, then a rustic barn, park, or ranch that will embrace your wedding as opposed to fighting it.
- Keep in mind your overall budget
When you’re factoring the cost of your venue into your wedding budget, don’t just look at the initial price but consider all the other factors that will make up your venue cost as well. Hotel venues, for example, have in-house caterers that you are required to use, while many others have a list of preferred vendors that they work with. These required vendors or caterers will add an unexpected cost to your budget that you weren’t planning for. Venues may also require you to purchase a liquor permit or to pay extra for valet parking.
Knowing your overall budget before you start venue hunting will let you make a more educated decision. If you choose your venue without calculating the rest of your budget, you may be left scrambling to stay within budget while trying to hire the rest of the people you’ll need.
- Consider your guests’ experience
When you’re choosing your venue, you need to consider more than just how Instagram-worthy space is. Your wedding guests’ experience is essential to your wedding being enjoyable for everyone involved. To make sure you aren’t leaving your guests in the lurch, you need to consider a few elements. For one, if you’re having a destination wedding, a rural wedding, or are inviting loads of out-of-town guests, then you’ll need to consider where these guests will stay. Being close to a hotel or having nearby accommodations will allow your guests to enjoy your wedding without worrying where they’ll be staying (or whether they’ll even go!).
Locations like Clevedon Hall or other luxury venues often have accommodations on-site that will host the wedding party.
On that note, if your wedding is in a bit of a far-flung location, then you’ll need to consider how your guests will get back to their accommodations. You don’t want anyone to risk drinking and driving to attend.
- Think about inclusions
Couples are often surprised by what their venue doesn’t include in their pricing. This could be everything from décor, to chairs, tables, and tablecloths. Often the venues will offer to rent the items to you at an added cost, but you will be limited to renting from them. If these items are included, they will often be standard, like white linens, basic flatware, and banquet chairs. Any upgrades will be charged accordingly.
If your venue allows you to bring in décor from elsewhere, consider who will be doing set-up and teardown, since the venue’s employees will often be forbidden from doing it in case something gets damaged. Venue staff is also often an added charge to the bottom line. Bartenders are often the most expensive employee fee and will be charged out to your wedding by the hour (with often a minimum of hours necessary).
- Start your search online
There are literally thousands of venues out there, which is why the process of looking for venues can be downright overwhelming. Once you’ve decided on a location for your wedding or a general area, start your search online. Sites like WeddingWire will let you search for venues near you and read reviews from people who’ve actually held their wedding there. You can also narrow down your search results by capacity, amenities, catering options and more. Look at those venues with your partner so you both get a feel for space and then make a shortlist of your favorite spots that will fit your wedding. Once you have a shortlist, reach out to the venues to ask some questions before you visit. Before you fall in love with space, make sure they have availability, are within your budget, and have the amenities you need. This is also the first chance you’ll have to see how the staff responds to you and if they’re responsive and helpful.
- Stay true to yourself
Pinterest, television, and wedding magazines can skew your perception of what you might actually want. People can fall in love with someone else’s wedding and end up trying to recreate that. Don’t get caught up in the rush of planning and start making impulse decisions. Instead, ask yourself what’s important to you and what you truly want at your wedding before you start laying down money on a venue or making choices for your wedding.
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