Choosing your venue is one of the first decisions couples make when planning their wedding. That’s because it determines so many other decisions down the line: Who can you invite? On what days is it available? What food, decor and transportation options work there? Ultimately, your venue will play a large role in setting the tone for your day, which includes how long it lasts, the flow of events, etc.
While it’s helpful to have a budget before touring venues, it’s also important to spend time discussing with each other what kind of experience you want for your wedding and reception. Get an idea of what vibe and atmosphere you’re envisioning as well as the elements you’d like to make it work (How big/small do you want the guest list to be? Are you prioritizing food/dancing/photos/outdoors/etc.?). Once you have an idea of what you’d like your wedding to look like, it’s easier to develop a short list of venues to tour.
Start With the Guest Experience
Try to imagine all the important parts of your celebration and reception taking place at a given venue. Where would your guests park their cars? Is the space easy to maneuver around? Where would you sit during the ceremony and are there options if the weather isn’t cooperating? Where could guests mingle during a cocktail hour and how far of a trek is it to the restroom?
How does the dinner and dancing setup flow? Where would people go once the night is over? If there are elements of the guest experience that seem challenging (terrain, waiting around in bad weather, traveling back and forth between two locations), it adds another layer of stress on an already busy day.
Match the Space to Your Wedding Style
While a gorgeous view, historic home, or shimmery reception room may catch your eye, consider whether or not the space complements the kind of wedding you want to have. Do you envision an intimate dinner where conversation is top priority? Focus on comfortable seating arrangements, capacity, and a space that allows voices to carry well.
Planning a wild party into the wee hours? Make sure the venue is flexible with noise restrictions and has ample space for both dining and dancing. You may also find it helpful to imagine whether or not you’ll need to fill in the gaps to create your dream wedding. Will you constantly need to rent additional tables, chairs, or decorations, bring in extra lighting, or build an outdoor bar or dance floor?
Sometimes, a venue that already offers the right balance of charm, functionality, and space can make all the difference. The Gathering Farm is worth considering if you’re looking for a setting that suits a more intimate celebration without the need for an overly grand space or elaborate setup.
Compare the Full Cost, Not Just the Rental Fee
All venues aren’t created equally. While some include all sorts of perks with their space rental, others charge more of a day-use fee and allow couples to fill it all out themselves. Before comparing costs from venue to venue, get a clear idea of what’s included (seating, tables, lighting, bridal suite, staff, etc.) and what you may need to source separately.
Ask about vendor access and how much time they have for setup/breakdown, and whether you will need to add staff to accommodate that. Are there limitations on vendors for food, beverage, entertainment, decor, etc.? Factor in service charges, security, taxes, and other fees. After considering the details, a lower rental price can end up costing more once you include table rentals, additional staff, a shuttle for guests, tents in case of rain, etc.
Demand a Workable Backup Plan and Timeline
Outdoor wedding venue space
If you dream of an outdoor ceremony or reception, make sure the weather backup plan is not only an option at the venue but would actually work for what you’re envisioning. We always ask couples to tour the rain plan during their venue visit. Instead of just glancing at photos or accepting their description at face value, explore how spacious it is, how it’s decorated, what the lighting/ventilation/lines of sight/sound/photo opportunities are like, etc. A plan B should not feel like a compromise!
Consider Timing Before You Commit
Think through what kind of timing you have in mind and whether or not the venue fits the vision. Are you flexible on timing or do you have your heart set on a certain month/season? Keep in mind that the most in-demand weekends can be booked over a year in advance.
So, couples looking for those popular dates either need to have flexibility around venues or availability. Also, once you find a venue you love, ask about rental times, including when couples and vendors can first access the space, as that will also inform your wedding day timeline (look at cnn.com/cnn-underscored/home/wedding-planning-checklist if you want numbers), particularly when hair & makeup begins, photo timing, food service, etc.
If you can, go back to your favorite venue during the time of day and year when your event will take place. For example, the afternoon sun might be less comfortable for the ceremony, the roads might be busy during your expected arrival times, and the street noise near the venue might be louder after the party gets going.
Also, pay attention to cell phone reception, in case your attendees will need to call a rideshare or navigate to the location using their smartphones. Small things like these could make or break your wedding.
Judge the Team and Contract Before Reserving
The venue coordinator and staff should be an asset to your planning experience. Trust your gut, as you must ask if they are responsive with their communication and providing answers directly (preferably in writing). Do they seem clear about what they can/can’t do with their property, honest in their response about limitations, rather than making promises they’re unsure will pan out?
Before You Reserve the Date
Before signing on the dotted line, we encourage couples to review their venue contract together and make sure they understand all the policies and details regarding access times, what is/isn’t included, payment deadlines, cancellation fees, bad weather plans, and more. Schedule a final walk through of the property with your checklist and questions in tow, envisioning your wedding and making sure all your bases are covered!
