How to Choose the Perfect Venue
You’ve set the date and narrowed down your guest list, now it’s time to decide on the venue. Choosing the perfect venue can feel impossible when there are so many options. This single decision can drastically affect the atmosphere, flow, and overall success of your event. Let’s discuss the factors to consider and how to select a venue that meets your expectations and vision.
The Allandale Mansion in Kingsport, TN. Photo cred: @foreverandalwaysweddingphotos
Define your vision and priorities
Guest Count: Have a realistic estimate of how many guests you want to invite. Different venues hold different capacities and you want to ensure there is enough space for all your guests. You’ll also want to make sure it won’t feel too empty.
Budget: Venue costs typically consume 15-30% of a couple’s wedding budget. Location, guest count, and other priorities influence the exact percentage. Some venues offer all-inclusive packages that can include catering, tables, chairs, and linens. This might increase the overall cost but eliminates the need for outside vendors. Weekday prices are usually lower than weekend prices.
Style and Ambience: What kind of style do you envision for your space? Do you want it to be formal, like a ballroom or a historic estate, or rustic and natural, like a barn, farm, vineyard, or outdoor space? Or perhaps modern, like a loft or art gallery, or relaxed and casual, like a backyard?
Location: Do you want a venue closer to home, in a specific city, or a destination wedding? You’ll want to consider accessibility for your guests, such as travel, accommodations, and public transportation if needed. Metro areas and popular wedding destinations often have higher prices than rural areas.
Time of year: Seasons will impact availability, pricing, and the overall feel of your wedding with indoor vs. outdoor options. Late summer and early fall are the most popular times of the year, specifically September and October. That time of year allows for more comfortable temperatures, less humidity, and beautiful scenery when the leaves are changing colors.
Must-Have Amenities: When evaluating venues, there are several essentials to consider: bathrooms, parking, accessibility for guests with disabilities, getting-ready suites, and decor restrictions—such as open flames, hanging items, and alcohol policies if you plan to serve drinks.
Research the Potentials
Now that you’ve determined your vision and priorities, it’s time to research. Start by going online and using platforms like The Knot, Wedding Wire, and Zola. Ask family, friends, colleagues, and/or planners for recommendations. Join Facebook groups local to the area where you intend on having your event and ask for recommendations there as well. Search those recommendations on Google and read reviews. Some venues will have virtual tours that can give you a feel of the space remotely. Create a list of 3-5 venues that you feel have promising potential.
Contact, Inquire, & Schedule Site Visit
Reach out to the venues and inquire about availability. Ask for their pricing structure, capacity limits, amenities, and additional add-on services. Schedule a site visit if at all possible. After all, pictures can be deceiving. Consider these things when visiting in person:
Does the space feel right? Can you envision your event unfolding there?
Imagine how your guests will move through the space. Is there enough room for mingling, dining, dancing, and other planned activities?
Inspect the restrooms, kitchen(s), AV equipment, getting-ready suites, and any other amenities you may need.
Assess the cleanliness, maintenance, and overall condition of the entire venue.
Consider the logistics of parking, accessibility for disabled guests, and load-in and load-out areas for things like catering, rentals,
Pay attention to how the venue coordinator is interacting with you. Are they attentive to your needs and questions? Are they demonstrating professional behavior?
Rocky Knoll Farms in Greeneville, TN. Photo cred: @candidmarketingandmedia
Questions to Ask
What are your standard rental hours? Are there options for extended hours? What are the associated costs?
What is the total capacity of your venue?
Do you have different spaces available for different parts of the event (ceremony, reception, cocktail hour)?
What type of events do you typically host?
What is the base rental fee for the space I'm interested in? What does this include?
Do you have different pricing packages? Can I see a breakdown of what's included in each?
Are there additional fees (cleaning, setup/teardown, security, corkage, cake cutting)?
What is your payment schedule and deposit policy?
What is your cancellation policy?
Do you require event insurance? If so, what are the requirements?
What forms of payment do you accept?
What time can the venue be accessed the day of and when is the cutoff time?
Do you provide tables, chairs, linens, and other basic equipment? What are the options and associated costs?
What is the floor plan of the venue? Can I get a copy? (Asking for a copy can be very helpful if you’re designing your layout)
Are there any restrictions on decorations? Can I bring my own? Are there any fees for the setup or removal of decorations?
Do you have any preferred vendors (caterers, florists, DJs)? Am I required to use them, or can I bring my own? Are there any fees associated with bringing in outside vendors?
Is there ample parking available for guests? Is it complimentary or is there a fee? Are there alternative transportation options nearby?
Is the venue accessible for people with disabilities (ramps, elevators, accessible restrooms)?
Do you have on-site staff to assist with setup, during the event, and with cleanup? What are their roles?
What are the rules regarding signage for guests?
Do you have in-house catering? Can I see your menu options and pricing? Can you accommodate dietary restrictions and allergies?
What are your bar options? Do you offer different drink packages? What is your policy on bringing in outside alcohol (corkage fees)?
Do you have a liquor license?
Do you have audio-visual equipment available to use or for rent (microphones, speakers, projectors, screens)? What are the costs if any?
Do you have Wi-Fi available for guests and vendors?
Are there sufficient power outlets available? Where are they located?
Do you have any lighting options or can I bring in my own? Are there any restrictions?
Is there a stage or dance floor? What are the dimensions?
Who will be my main point of contact at the venue?
Will there be staff on-site during my event? What are their roles and responsibilities?
What is your emergency plan?
Are there any outdoor spaces available? What are their features?
What is your liability coverage?
What is the procedure for retrieving any items left behind after the event?
What are the cleanup responsibilities?
READ THE FINE PRINT
I understand that contracts can be lengthy and often seem mundane. You might feel excited or overwhelmed and want to get through it quickly. However, it's essential to read the entire contract carefully. This document is legally binding, and you need to ensure you fully understand what you're agreeing to.
Pay special attention to the cancellation policy, insurance requirements, payment structures, and any restrictions the venue may have. You want to avoid any surprises later, such as being charged a fee because a guest smoked, there was an open flame, or if you need to cancel for an unexpected reason and cannot transfer your date to another couple. It's important to remember that reviewing the fine print of contracts applies to all vendors you hire, not just the venue.