Selecting the perfect wedding venue is one of the biggest steps in planning your special day. It sets the tone for the entire event and can shape everything from the guest experience to your decor choices. Here’s what to know before making this important decision:
1. Set Your Budget First
Your venue will likely be one of the most significant expenses of your wedding, so knowing your budget before you start venue hunting is crucial. Make sure to account not just for the venue rental fee but also any additional costs such as catering minimums, decor, setup, and breakdown fees. Having a clear budget will help you avoid falling in love with a place that’s out of reach.
Every venue has its own character, and you’ll want one that matches the style and feel you envision for your wedding. Whether it’s a rustic barn, a glamorous ballroom, or a modern loft, knowing your desired aesthetic will help narrow down your choices. Make a list of "must-haves" for the venue, such as outdoor space, specific amenities, or flexibility in decor.
The guest count impacts many decisions, but none more directly than the venue size. If you have a large family or an extensive list of friends, you’ll need a venue that can comfortably accommodate everyone. On the flip side, a small, intimate wedding in a large space can feel empty and underwhelming. Ask the venue coordinator for the maximum guest capacity and clarify how that number changes based on different layouts.
Venues can vary significantly in what they provide. Some, like The Ironwood Barn, include tables, chairs, linens, and basic decor, while others are simply a “blank canvas.” Understand what's included in the rental price and what you'll need to source separately. Also, be sure to ask if there are any preferred or required vendors for catering, decor, or rentals, as this can impact your budget and vendor flexibility.
Popular venues can be booked out a year or more in advance, especially for weekends during peak wedding season. If you have a specific date in mind, check availability early. If you're flexible with your date or time of year, ask if they offer off-peak discounts. Booking during a less popular season or day of the week can sometimes save you a significant amount.
For outdoor venues, a weather contingency plan is a must. Make sure the venue has an indoor or covered alternative for rain, wind, or heat. If the backup plan means a different experience (such as an indoor room that’s less desirable), be honest with yourself about whether you’d still be happy with that option.
Some venues require you to use their in-house caterers or vendors, while others allow you to bring your own. Additionally, if you want to supply your own alcohol, check to see if the venue allows it or has specific guidelines. Many venues charge a corkage fee if you bring your own beverages, which could impact your overall budget.
For guests traveling from out of town, it’s helpful if the venue is near accommodations or offers on-site lodging. Be mindful of accessibility for elderly or disabled guests, including parking, ramps, and proximity to restrooms. The goal is to ensure a seamless, enjoyable experience for everyone attending.
Some venues have strict rules about setup and tear-down, which can impact your vendors and potentially your vision. Ask about how early your vendors can arrive to set up and when they must be finished tearing down. Venues with limited timeframes might require a more efficient or simplified decor setup.
Visiting the venue at the same time your wedding will take place can help you understand how natural light flows through the space and the temperature at that hour. Additionally, consider how the lighting will affect photography or if you’ll need to add supplemental lighting for an evening event.
Booking a wedding venue is a big commitment, but by considering these factors and asking the right questions, you can make an informed decision and find a space that aligns with your vision and needs. Taking the time to research and prepare will ensure that you set the stage for a beautiful, memorable celebration that you and your guests will cherish.
Photo by Goodman Photography
Did you know…when you choose a locally owned wedding venue you are helping to develop and improve the local economy? It’s true, your locally owned wedding venues are small business owners who not only create hundreds of jobs for the local wedding industry every year, we actively support our local economy. Consider selecting a locally owned venue for your special day. Here's a shout out to our fellow locally owned wedding venues nationwide!
