You got a DIY wedding venue space quote for $2000. The all-inclusive quote was over $20,000. Sounds like a no-brainer, right??
In today’s bonus episode, we calculate the risks and implications of choosing a cheap venue over an all-inclusive option.
Lots of budget savvy couples see their venue selection as a great opportunity to control costs and set the stage for major savings down the road. This CAN be a great strategy … when approached the right way.
The problem is that as we’re doing the research and gathering venue quotes, IMPULSE can take over. What seems like a great deal on the surface can quickly spiral into a total money pit if you’re not careful.
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Fact: All-inclusive venues pack a major sticker-shock factor.
When you open that quote from an all-inclusive property and choke on your coffee – please know that you’re not alone.
Maybe you’re intrigued by the flexibility and creativity that a more blank space, non-traditional / DIY venue can offer. Combine this with a much lower initial price tag, and we have a perfect recipe for a magical solution to your venue and budget needs ….
OR a situation where trying to save money on your venue can completely backfire and result in you spending more than you would have had you chosen the seemingly more expensive option to begin with.
Yes, this topic is rich in irony.
Read on for a list of 6 major categories that you will need to have firm plans AND detailed pricing information for to determine if using a blank space wedding venue is actually worth it – or if you’d be better off going the all-inclusive route.
Click here to download your DIY Wedding Venue Research & Set Up Timeline
1. Blank Space Venue Logistics & Infrastructure
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- Restrooms: Are there enough facilities for guests? If not, rent portable restrooms.
- Power Supply: Ensure enough electrical capacity for lighting, catering, and music. Consider generators.
- Parking: Is there adequate space? You may need to arrange shuttle services.
- Permits & Regulations: Check local zoning laws, noise ordinances, and required permits for events. This isn’t necessarily expensive, but will require very detailed research and planning on your part.
- Weather Plan: If outdoors, have tents or backup indoor options for rain or extreme heat/cold.
- Accessibility to lodging and services – if your dream venue is hours in the middle of nowhere and it’s going to be an unreasonable hassle for your guests to get there and find a place to stay, then I’d suggest continuing your search.
2. Rentals & Setup for a DIY Venue Space
- Tables, Chairs & Linens: Unlike traditional venues, DIY spaces usually require renting things like dining tables, side tables, and chairs. If you’ll be celebrating your ceremony and reception in different locations, consider that you may need double the chairs. Event rentals are a major expense, so I’d suggest getting a couple of quotes for your estimated guest count so that you have a realistic idea of what this category will cost.
- Lighting & Décor: String lights, candles, or uplighting may be necessary. Refer back to the power supply point from our last category, and be sure that you have enough outlets and voltage to support your vision.
- Dance Floor: If outdoors, consider a rented dance floor to prevent sinking into grass or dancing in the dirt. This is optional, and another big expense, so please get a quote so that you’re not surprised down the road.
- Signage: For a property that is not a designated event space, you’ll need clear directions for restrooms, parking, and your various experiences such as ceremony, reception, the bar, cocktail hour space, so that guests can relax and enjoy the space knowing that they are in the right place at the right time.
3. DIY Venue Catering & Bar Logistics
- Kitchen Facilities: Does the space have an adequate prep and storage area? If not, caterers may need to bring in extra equipment, and that means added expense to you. You may also limit your options in terms of caterers who are willing and able to work in a nontraditional event space.
- Refrigeration & Ice: Ensure enough coolers or buy or rent refrigeration units for food and drinks. Ice is a precious resource when hosting an event, and it’s harder than you think to source it, pick it up, and keep it frozen.
- Serving Staff: If self-catering, you’ll need to hire a full staff of food preparers and servers for smooth execution. For self-catering you will also need to rent or buy full place settings – plates, silverware, napkins, drink glasses. Obviously you can go as casual or as fancy as you want here, but if your vision does not include your guests eating off paper plates, be realistic about the feasibility and expense of putting together your own catering situation.
- Alcohol Restrictions: Some locations require special permits, liability insurance, and licensed bartenders. Know the rules, and explore the associated costs before making a commitment.
4. Guest Comfort & Experience at Your Non-Traditional Wedding Venue
- Seating Arrangements: Provide enough seating for all parts of the event. We touched on this in the section about renting enough tables and chairs.
- Shade & Temperature Control: Tents, fans, or heaters may be needed depending on the season.
- Bug Control: If outdoors, consider citronella candles or bug spray stations.
- Accessibility: Ensure pathways and facilities accommodate elderly or disabled guests.
- We mentioned services and accommodations earlier too, and I want to touch on that again here. I personally love the outdoors, and I’ve been closely involved in many camping or camp-style weddings, which I think is amazing. In one failed attempt, a couple considered ferrying guests out to an island to stay in a rustic lodge for a weekend wedding celebration. On further research and exploration, they realized that the availability of places to stay, the ferry service itself, and lack of simple amenities on the island were going to make their original vision very difficult to impossible to execute. Go back to basics, and mentally run through where people will stay, where they will eat, and how they will get to & from your wedding location. You’d be surprised how many potential venue locations these simple questions will eliminate.
5. Entertainment & Sound Logistics
- Sound System: Outdoor spaces often require extra speakers for speeches and music – price out the fee to rent, or explore local DJ packages.
- Power & Cables: Extension cords and generators might be necessary for remote areas.
- Noise Restrictions: Check local regulations for noise limits and curfews. Again, not an expense line-item, but something else you will need to fully research and know the rules.
6. Cleanup & Waste Management
- Trash & Recycling Bins: Have enough garbage bins and arrange for proper disposal. We take for granted that the garbage man comes to our house every week, but paying for trash removal services can be annoyingly expensive, if this isn’t something your venue is equipped for.
- Cleanup Crew: Assign friends, family, or hire professionals for post-event cleaning. In my situation, we rented a gigantic beautiful house for 5 days, and WAY underestimated the effort it would take to get cleaned up and moved out on the Monday after the wedding. A dozen of us worked for hours clearing out from 4 days of back to back events
- Leftover Food & Décor: Plan for food storage, donation, or disposal.
7. Day of Coordinator / Point Person
A perk of all-inclusive venues is that you will typically have access to dedicated help leading up to and throughout your event.
Yes, of course you can ask a friend or family member for help with this. But a professional coordinator can literally be the difference between smooth wedding day execution and a stressful complete disaster.
We’ve done many shows in the past about hiring a coordinator versus asking someone you trust to be your wedding day point-person. I’ll let you explore & decide what’s right for your situation – but having SOMEONE be your day-of main point of contact is absolutely non-negotiable. This might be an additional expense to factor in to your overall budget.
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Talk soon!