Wedding Venue Search Guide from a Wedding Planner
Newly engaged and ready to plan your wedding?
Great! Let’s find you your dream wedding venue! First thing - you should have a budget determined between you and your fiance as well as a date or season in mind. If you haven’t read my blog on your top three to-do list items once you’re engaged, stop where you are and read more on these wedding planning to-do’s!
Choosing Your Dream Venue
Your venue sets the tone for your whole wedding! And each venue offers different levels of service. Therefore, it’s best to learn about what these are upfront before you tour or book your venue.
Researching Venues
In this stage, contact as many venues as you’d like! I suggest asking each the same questions and track them in a spreadsheet for easy comparison. When contacting your venue, provide them with the information below:
Your name
Your contact email
Wedding date or preferred season/month and year
Wedding budget overall
Wedding venue budget along with catering budget if provided in-house by the venue
Estimated guest count
All-inclusive or barebones venue?
Venues provide different levels of service. Some are all- or semi-inclusive and provide tables and chairs, decor, in-house catering, and entertainment. Others will be barebones space and require you to hire a caterer, bring in rentals like tables and chairs, entertainment, and more.
Keep this in mind when researching venues and be sure ask questions to determine what each venue offers and the associated costs.
some initial Questions to ask via email are:
Do they have your preferred date available?
What is the venue’s capacity?
What packages do they offer and what is the complete cost break down?
Do they offer catering in-house?
What spaces are offered for ceremony, cocktail hour, and reception?
Do they require you to choose from their list of preferred vendors?
Once you’ve contacted your desired venues, and compared their information it’s time to narrow down your choices!
Scheduling in-person meetings and venue tours
Now the fun part — venue tours! I would recommend 3-5, but this truly depends on each couple! It’s important to see a venue in person because it’s hard to judge a space from photos alone. Some spaces maybe feel larger or smaller in person, and walking the space helps to determine the flow of the venue and event.
Bring your wedding planner or coordinator along on tours. They will be able to help you visualize what can be done with the space. If you don’t have a wedding planner, take lots of photos and bring your venue visit guide download to keep track of your likes, dislikes, decor ideas, and questions to ask!
how to have a successful venue visit
Coming prepared to a venue visit is key. be ready to take photos and follow your venue visit guide!
Will the Space work for your Wedding?
If you’ve been dreaming about an outdoor wedding but the venue’s outdoor space is MUCH smaller than anticipated, are you willing to compromise? Do they have alternative setups that other brides have used?
Take note of the dimensions and flow of the space as well. Will your desired seating arrangements fit? Are the spaces divided or wide open?
Consider your Guests
You will be hosting your closest family and friends. Besides having an amazing night, you also want them to be comfortable! Consider the safety and quality of your venue as well as size compared to your guest count.
If you’re looking at historic manors or barns, check for things like the location and quality of the restrooms and if the venue has temperature control.
Consider the ease of access for your elderly guests. Will your grandma have to walk across a bumpy, uneven lawn to the ceremony? When considering location, is there a hotel nearby for traveling family? Are rideshare options like Lyft and Uber easily available?
Come Prepared with your Venue Visit Guide
I’m sharing my venue visit guide so you can tackle site visit like a pro!
The guide includes over 30 questions that I ask as a wedding planner at venue tours. I’ve also included a list of features to look for and guided note taking!
Venue Visit Guide sneak peak: questions to ask when searching for your dream wedding venue
Who is the point person on the wedding day? Will they be on site?
What are your rain plan options?
Do you provide ceremony chairs? Are they included in the venue cost?
What time can set up begin? What time is last call/last song?
Is there dedicated space for caterers to prep food?
Is parking included on site and is it included in the venue cost?
Any decoration restrictions such as hanging decor, candles, flower petals, sparklers, etc.?
As my client, if you haven’t already chosen a venue when you book to me, I will support you by researching venues, facilitating meetings, and attending site visits with you!
To wrap it up
It may take a few weeks or months to find your dream wedding venue. Your timeline all depends on how soon you will be getting married, what venues are available in your area, and what your availability to visit venues is.
Don’t be afraid to ask your family or bridal party for help. Have them come along as an unbiased party and a second set of eyes! Ask lots of questions during your initial consultation and definitely come prepared to your venue site tours. If you do these things, you will surely find your dream wedding venue!