How To Find Your Perfect Wedding Venue
Planning a wedding entails countless decisions, but one of the most significant choices you’ll make to begin the process is choosing your wedding venue. Your wedding venue sets the tone for almost all your other choices, making it essential to find one that aligns with your vision, budget, and fulfills all of your requirements.
Start with your vision
Before you dive into venue tours, and vendor quotes begin by clarifying your wedding vision. Consider the style and theme you envision as this will heavily influence the types of venues you should be researching. Rustic barn, grand ballroom, beachfront, mountainous views, luxurious mansion? Take the time to think about this together before inviting others into the conversation. Discuss your ideas as a couple and create a clear vision to narrow your search.
Guest count and accessibility
Consider the number of guests you plan to invite. It is helpful to draft an initial guest list to give you an idea of the size and scale of your wedding. This list will play a crucial role in determining the appropriate venue size. Having a general idea of guest count will also help as you contact other vendors moving forward as it will be needed to get general quotes from caterers, bakeries, bar services etc. Consider reaching out to family on both sides to ensure you haven’t missed anyone important.
Determine your budget
Establishing your budget is a crucial first step. This will help you filter your options and focus on venues that align with your financial boundaries. Remember to include all aspects in your budget planning – venue, catering, décor, DJ, photography, coordination, florals, attire, rings, overnight accommodations (if needed,) transportation (if needed,) hair and makeup, etc. Knowing your budget early and checking in about it often will prevent you from falling in love with a venue or vendors that are not economically feasible. Discuss with your partner and any involved family members to establish a budget you are truly comfortable with to avoid unnecessary stress down the road.
Research and Explore
Now that you have a clear vision, budget, and approximate guest count, it is time to embark on your search for the perfect wedding venue. Utilize online resources to search specific areas, like this guide that provides an interactive map of locally-owned wedding venues by area. Read reviews, and browse the photo galleries and blogs on venue websites to get a feel for what a wedding at these locations truly looks like. Reach out to anyone you know who was recently married in the area, or if it is within budget and something you’d like to explore – reach out to some wedding planners to help you narrow your search. It may be helpful to create a list of venues that you’d like to visit based on cost, inclusions, and date availability before you schedule tours so you can have a visual to weigh your options. When considering what percentage of the budget you are willing to devote to your venue, make sure to consider everything they include as this can vary greatly from venue to venue.
Schedule Venue Visits
While online research is crucial to keep you from wasting time on places that don’t fit the bill, nothing can truly replace the experience of physically visiting potential wedding venues and seeing the space for yourself. Schedule appointments with your top few choices. Keep in mind the time of day and year that you are visiting as flowers/landscaping and where the sun is can change quite a bit throughout the day and year. Take note of the venue’s responsiveness to inquiries, cleanliness, overall condition, and amenities when you visit. Come prepared with any questions that arise for you as you browse their websites.
Consider the specifics
As you visit each venue, discuss logistics with your tour's coordinator/manager/owner. They should be able to answer any questions about how things work. Topics to cover include availability, pricing, package inclusions, cancellation policies, and any rules or restrictions. Understanding what is and is not included/allowed will help avoid surprises further down the road.
There is so much to know, what should we be asking?
What is included? – This varies greatly from venue to venue and can impact the overall budget significantly. Bar service? Furniture? Décor? Coordinator? Ceremony site use/furniture (chairs/benches, arbor?) Are getting ready space(s) provided/included? Overnight stays? Catering? (And is there a catering/bar minimum?) Restrooms? How many hours are included? Is there a designated time to rehearse/decorate? Are all spaces shown on the tour included in the fee? It is important to note that all can translate to additional fees if they are not included and are important to you.
What is not included? – If you have to rent your own furniture or tent, provide your own décor, hire a bartender, or pay extra for the ceremony site – make sure you compare the costs (and logistics) of doing these things separately. It is important to note that same-day rentals are sometimes a challenge (and can even incur an extra fee,) but early drop-off/late pick-up is not always allowed at venues where there are multiple weddings per weekend.
Are there any requirements you need to meet that are not included in the venue fee? Some venues require that you hire specific vendors from their private list – which can be helpful in the sense that you know the venue backs the professionalism of the vendor, however, this will require a little extra research to ensure you can truly stay within budget while planning a wedding there and meeting those requirements.
Location & Accessibility – Is this a location that will be enjoyable and easy for your guests to get to/stay? Are there hotels or other overnight accommodations nearby? Is there plenty of available parking? If you have a need, is there handicapped access and restrooms? Will you need to provide transportation (and if so, is there any available in the area?)
Logistics – Consider any rules and regulations of the venue and the town that may affect your plans. For example, a noise ordinance/specific rule about when the music must be off by? Can cars be left overnight if needed? How many can get ready comfortably in the space provided? If the ceremony is outdoors, is there a place to hide away until it’s time to walk the aisle? Do they provide a rain option? What is the cancellation policy? What are the vendor requirements? Do you need to set up/break down on your wedding day or is it possible to come early/pick up later? Are rehearsals included and if so, when can they be done?
Consider Additional services or in-house vendors
As stated above, some venues offer additional services in-house such as wedding planning, catering, décor, etc. Choosing a venue that either includes these services or even offers them as an additional fee may simplify your planning process saving you time, and money, and potentially reducing stress. On the other hand, their in-house services may be a requirement that exceeds your budget, so pay close attention to how these additional services work and what they cost at each location.
Take your time
Ultimately, finding the perfect wedding venue is a very personal process. It is important to take your time before making the final decision. Don’t rush into a choice based solely on availability or budget without weighing all factors contributing to the overall value. Take your time, savor the process, and choose the venue that will set the stage for an unforgettable celebration of your love.
Thanks for stopping by our blog! It is our most sincere hope that every couple finds a wedding venue that fits their unique vision. We know that owners/operations are often not a strong consideration for most couples; however, we are dedicated to creating awareness around the importance of choosing a locally-owned wedding venue. Locally-owned wedding venues provide the best and most personalized wedding experience, they support the local economy and are often a large part of the communities they exist within. As a small, family-owned business – support among our peers is very important to us. In an effort to support other locally/family-owned wedding venues, we are featuring five small-business wedding venues in each of our blog posts from around the country.
Venues We Love:
Photography Credit: Photography By Becca Rose