Choosing your wedding venue is the most important decision you’ll make throughout your wedding planning. No pressure!
Not only is your wedding venue the centerpiece of your celebration, it’s also likely the budget category where you’ll invest the most money. So it’s ultra-important to make a careful, well-informed decision.
Tune in to today’s episode of the Wedding Planning Podcast for a detailed conversation that covers:
- The key wedding checklist items that are directly related to your venue,
- How to set yourselves up for a successful venue search,
- Important questions to ask potential wedding venues,
- And finally, a smart guide to researching venues near you
Why is our WEDDING VENUE so important?
First and foremost, your venue is likely the wedding budget category where you will invest the most money, so it’s important to make a careful decision. Your venue impacts nearly every other wedding decision you’ll make, and I want to pause here for just a moment with an important disclaimer – your venue is NOT something to rush into.
Ultimately booking a wedding venue automatically triggers a series of other commitments and closes a lot of doors, so please have a solid overall wedding vision in mind before making this important commitment.
To start, what’s your WEDDING VISION?
What’s your wedding vision, and why does it matter? We did a series of episodes at the beginning of this month that I call the Engagement Starter Kit. Those released over the course of two weeks at the beginning of January 2025, and you’ll find 2 very valuable hours of workshops on exactly how to get started mapping out your overall wedding vision.
Missed it? LISTEN NOW:
Your wedding venue sets the tone & atmosphere
Your venue dictates the style and feel of your wedding—whether it’s rustic, elegant, modern, or casual. It’s the first impression guests have of your big day and frames the ambiance and vibe that you want your guests to enjoy.
Your venue also influences your overall guest experience
The venue impacts your guests’ comfort and experience, from parking and accommodations, to seating arrangements and amenities. A well-chosen venue ensures that everyone feels welcome, comfortable, and enjoys your celebration.
When searching for venues, you should also consider where people will stay, transportation logistics, moving between ceremony & reception, traffic, & parking.
Impacts décor and design
Your venue provides the backdrop for your wedding décor and design. A scenic outdoor venue may require minimal decoration, while an indoor venue might need more thought, planning, and money to reflect your style.
Want to do your budget a big favor? Choose a venue that’s naturally beautiful. Even if it costs a little more, it will likely save you thousands of dollars and hours of time spent on trying to decorate an empty or stark space.
Wedding venue + overall BUDGET
Venues often account for a significant portion of your wedding budget. They also dictate other costs, such as catering, rentals, and even transportation.
Choosing wisely can help you allocate resources more effectively.
Effects on logistics & planning
The venue determines timelines, vendor accessibility, and event flow.
For example, venues with all-inclusive packages really simplify your planning, while non-inclusive properties will require more research, money, and coordination, especially when multiple vendors are involved.
A good venue also provides the necessary facilities, such as restrooms, kitchens, dressing rooms, and more. It also ensures the event runs smoothly by addressing factors like weather contingencies, acoustics, and capacity.
Choosing a venue that aligns with your personal vision
You should have a very detailed vision for your wedding day before committing to your venue. The perfect venue ensures that your vision—whether it’s a beachfront ceremony, a grand ballroom, or a cozy backyard—comes to life.
Remember, your venue is a reflection of your unique story and personality as a couple, and choosing a location that feels authentic to both of you is a key part of a smooth and meaningful celebration.
OK great, so how do we find the best venue for our celebration?
1. Define Your Vision
- Theme and Style: Consider the vibe you want for your wedding—romantic, rustic, elegant, modern, etc. The venue should align with your vision.
- Indoor or Outdoor: Decide if you prefer an indoor venue like a ballroom or an outdoor space like a garden or beach. Consider the seasons, and how your wedding date will impact and influence your venue selection.
- Wedding weekend? If you’re dreaming of multiple events over the course of a Fri, Sat, Sun then that adds another layer to your decision-making. A venue that can be repurposed in multiple ways is a huge asset for a multi-day celebration – for example can you find a location that’s available for your rehearsal, ceremony, reception, and a post-wedding day brunch? Side note – I LOVE multi-day wedding weekend celebrations, and have a really fun series dedicated to the topic that I’ll be sharing in the next couple of months, so stay tuned for much more to come on that!
2. Set Your Budget
- Allocate Funds: Determine how much of your wedding budget will go to the venue. Make adjustments depending on if an option is all-inclusive or if you’ll need to source all of the various vendors and services on your own. Put another way, if your venue is a blank space with nothing included, don’t forget to factor in additional costs like decorations, catering, rentals, and lighting.
- Hidden Fees: Ask about service charges, taxes, cleaning, and overtime fees to avoid surprises.
3. Estimate Your Guest Count
- Choose a venue that can comfortably accommodate your guest list. Ensure there’s enough space for dining, dancing, and mingling.
- On the flip side, you don’t want too much space – not enough people in a giant room feels empty and awkward. We want the perfect balance of festive, cozy, but not crowded.
4. Consider Location
- Accessibility: Ensure the venue is easy for guests to reach, especially if many are traveling from out of town. Also think about the location relative to your ceremony site, if you’ll be in two separate places for ceremony & reception.
- Nearby Amenities: Check for accommodations, parking, dining, and transportation options for out-of-town guests.
- Consider the Seasons: Vacation destinations will be slammed with inflated prices at certain times of year, whether that’s a beach town in the summer, a lakeside retreat in the fall when colors are changing, or a skiing destination in the winter time.
5. Visit Multiple Venues
- Schedule tours to get a feel for the space. Pay attention to lighting, layout, and ambiance. You’ll likely have a pretty immediate reaction to the space. Be sure to listen to your instincts.
- Take lots of photos, videos, and notes to review later. You think you’ll remember, but trust me – all that information gets overwritten pretty quickly!
6. Assess the Venue’s Services
- On-Site Amenities: Does the venue provide tables, chairs, linens, or AV equipment?
- Catering and Bar: Check if they offer in-house catering or allow outside vendors, or even allow you to bring things in like liquor, beer & wine. Needless to say, this can be a huge cost savings.
- Coordination Support: Some venues have coordinators to help with logistics on the wedding day, saving you the extra expense of hiring a separate day of coordinator.
7. Check Availability
- Dates: Confirm the venue is available on your preferred wedding dates.
- Flexibility: If your date is flexible, you may find more options or even discounts.
8. Think About Weather and Season
- Ensure the venue has contingencies for bad weather if you’re planning an outdoor event.
- Consider seasonal aesthetics like flowers, foliage, or lighting.
9. Read Reviews and Seek Recommendations
- Look up reviews online to learn from other couples’ experiences.
- Ask recently married friends or family members for suggestions.
10. Trust Your Instincts
- Choose a venue where you feel comfortable and excited about hosting your wedding.
QUESTIONS TO ASK POTENTIAL VENUES
Here’s a comprehensive list of questions to ask potential wedding venues:
CLICK HERE FOR A PRINTABLE VERSION
General Questions
- Availability:
- Is my preferred date available?
- Are there any other events scheduled on the same day or weekend?
- Capacity:
- How many guests can the venue comfortably accommodate?
- Are there any restrictions on guest count?
- Flexibility:
- Can the venue accommodate both the ceremony and reception?
- Are there different spaces available for each?
Cost and Payment
- Pricing:
- What is the total rental cost, and what does it include?
- Are there any packages, discounts, or off-season rates?
- Payment Terms:
- What is the deposit amount, and when is the final payment due?
- What is your cancellation policy?
- Are there additional fees (e.g., cleaning, overtime, taxes, service charges)?
Logistics
- Timing:
- How many hours are included in the rental?
- When can vendors and decorators set up, and when must everything be cleaned up?
- Accessibility:
- Is the venue accessible for guests with disabilities?
- Is there ample parking or valet service?
- Permits and Rules:
- Are there noise restrictions or curfews?
- Do you require event insurance?
Services and Amenities
- Included Items:
- Do you provide tables, chairs, linens, or dinnerware?
- Is there AV equipment (e.g., microphones, projectors, speakers)?
- On-Site Staff:
- Is there a coordinator available for the day of the event?
- Will staff handle setup and cleanup?
- Catering and Bar:
- Do you provide in-house catering or have preferred vendors?
- Can we bring our own caterer or alcohol?
- Are there corkage or cake-cutting fees?
Décor and Layout
- Restrictions:
- Are there any limitations on decorations (e.g., open flames, hanging items)?
- Can we rearrange the space to suit our needs?
- Ambiance:
- What is the lighting like? Is it adjustable?
- Are there any outdoor spaces (e.g., garden, patio) included?
Weather Contingencies (for Outdoor Venues)
- Backup Plans:
- What is the backup plan for bad weather?
- Are there tents, heaters, or covered spaces available?
- Seasonal Considerations:
- Are there any landscaping or maintenance activities planned around our date?
Vendor and Partner Policies
- Preferred Vendors:
- Do you have a list of preferred or required vendors?
- Can we hire vendors of our choice?
- Deliveries and Storage:
- Can vendors deliver items in advance?
- Is there secure storage available for personal items or décor?
Extras
- Accommodations:
- Is there an area for the wedding party to get ready?
- Are there nearby accommodations or partnerships with hotels for guests?
- Photo Opportunities:
- Are there specific areas ideal for photos?
- Are there any restrictions on photography or drone use?
- Unique Add-Ons:
- Do you offer any special features (e.g., fireworks, horse-drawn carriage, photo booth)?
- Are there any upgrades available for décor or amenities?
Wrap-Up
- Next Steps:
- How far in advance should we book?
- When can we schedule a walkthrough closer to our wedding date?
QUESTIONS TO ASK ALL-INCLUSIVE VENUES
Here’s a comprehensive list of questions to ask potential all-inclusive wedding venues:
CLICK HERE FOR A PRINTABLE VERSION
Cost and Packages
- What is included in the all-inclusive package?
- Are there different packages or levels to choose from?
Customization
- Can we customize the package (e.g., menu, décor, timeline)?
- Are upgrades available for any included services?
- Payment Terms:
- What is the deposit requirement and refund policy?
- Are there additional fees (e.g., service charges, gratuities, taxes)?
Services Provided
STAFFING
- Is a day-of coordinator included?
- How many staff members will be present for setup, service, and cleanup?
CATERING
- What is the menu like, and can it be customized?
- Are dietary restrictions or preferences accommodated?
- Is a tasting session included?
BAR SERVICES
- Are alcohol and bartending services included?
- Is there an open bar, cash bar, or consumption-based pricing?
- Are there corkage fees if we bring our own alcohol?
Décor and Setup
INCLUDED DECOR
- What décor items are included (e.g., centerpieces, linens, lighting)?
- Are there options to choose from?
- Can we bring or rent additional décor?
SET UP AND CLEAN UP
- Who is responsible for setup and teardown?
- Are there time restrictions for decorating or removing items?
Vendor and Partner Policies
PREFERRED VENDORS
- Do you require the use of in-house vendors, or can we bring our own?
- Are vendors for photography, flowers, and entertainment included in the package?
COORDINATION
- Will you handle communication and scheduling with included vendors?
- Can we meet with vendors before the event?
Logistics
TIMELINE
- How many hours are included in the package for the event?
- What is the timeline for setup, the ceremony, reception, and breakdown?
ACCESSIBILITY
- Is the venue wheelchair accessible?
- Is there ample parking or valet service for guests?
BACK UP PLANS
- What is the plan for inclement weather?
- Are tents or alternate indoor spaces included or extra?
Extras
ACCOMODATIONS
- Are there on-site accommodations for the wedding party or guests?
- Do you offer a honeymoon suite or bridal suite as part of the package?
PHOTO OPPORTUNITIES
- What scenic areas are available for photos?
- Are any special features (e.g., fountains, gardens) included?
UNIQUE ADD ONS
- Do you offer extras like photo booths, sparklers, or live entertainment?
- Are transportation services included or available for guests?
Wrap-Up
NEXT STEPS
- When is the final walkthrough scheduled?
- How flexible are you with last-minute changes to the guest count or menu?
FEEDBACK & REVIEWS
- Can you provide references or reviews from past couples?
- Do you have photos or videos of past events to share?
How To Find the Best Wedding Venues Near You
1. Online Research
Use Wedding Websites and Apps:
- Check platforms like The Knot, WeddingWire, or Zola, which have searchable directories of venues by location, budget, and style.
- Use filters to narrow down options (e.g., capacity, indoor/outdoor).
Local Search:
- Use Google or Bing and search for “wedding venues near me” or add your city/town for more specific results.
- Browse venue reviews and ratings on Google Maps or Yelp.
Social Media:
- Search hashtags like #[YourCity]WeddingVenue or #WeddingVenueIdeas on Instagram and TikTok for visual inspiration.
- Check Pinterest boards for venue ideas in your area.
2. Seek Recommendations
Ask Friends and Family:
- Get referrals from recently married friends or family members who live nearby.
Consult Vendors:
- Reach out to wedding planners, photographers, or florists—they often know the best local venues.
Join Local Wedding Groups:
- Participate in Facebook groups or forums for brides/grooms in your area to gather recommendations.
3. Explore Your Community
Visit Potential Venues:
- Tour hotels, country clubs, parks, art galleries, restaurants, historical sites, and event spaces near you.
Hidden Gems:
- Explore unconventional spaces like barns, private estates, or vineyards.
- Contact local parks or botanical gardens for outdoor options.
4. Attend Local Events
Bridal Expos and Open Houses:
- Attend wedding expos where venues showcase their offerings.
- Many venues host open houses for prospective couples to tour the space and meet vendors.
5. Define Your Needs and Budget
Before reaching out to venues, clarify:
- Guest count
- Budget (total and for the venue specifically)
- Desired wedding date and flexibility
- Must-haves (e.g., indoor/outdoor, catering, accommodations)
6. Narrow Down and Schedule Tours
- Contact venues that fit your needs and ask for pricing, availability, and included services.
- Schedule in-person or virtual tours to evaluate the space and meet the staff.
7. Evaluate Contracts and Policies
Once you’ve found a few contenders:
- Compare packages and inclusions (e.g., catering, décor, parking).
- Review contracts carefully for extra fees, cancellation policies, and restrictions.
