How to Select the Perfect Wedding Venue

Getting engaged is a huge milestone in life. You would think that once you said ‘yes,’ the hard work is over. But then reality sets in and you recognize how much work it takes to plan a wedding. Today’s blog post will get you off to a successful start with information on how to select the perfect wedding venue. From things you should consider before your site visit, to what to know before signing the venue contract, I have all the details in today’s article.

What to Consider When Planning a Wedding

Planning a wedding requires a ‘forest for the trees’ approach. While selecting the menu and looking at outfits is always fun, you need to first have an idea of the general theme and budget for your event before you get started. Here are some things to consider when starting the wedding planning process.

Budget: Determine your budget and allocate funds to different aspects of the wedding, including the venue, catering, entertainment, and decor.
Guest List: Compile a guest list based on your preferences and priorities, taking into account factors such as venue capacity and budget constraints.
Theme and Style: Choose a theme or style that reflects your personality and preferences, whether it’s rustic, modern, traditional, or whimsical.
Logistics: Consider logistical details such as transportation, accommodations for out-of-town guests, and any special needs or requirements of your attendees.
Timeline: Create a wedding timeline outlining key milestones and deadlines to stay organized and on track with your planning process.
Vendor Coordination: Coordinate with vendors such as caterers, florists, photographers, and entertainers to ensure everything runs smoothly on the big day.
Guest Experience: Prioritize the comfort and enjoyment of your guests by providing amenities such as ample seating, refreshments, and entertainment options.

Choosing the Right Venue for Your Event

After you have nailed down a general outline for your wedding, then it is time to start selecting the major vendors for the event. For most couples, the order will be as follows: venue, photographer, florist, band or DJ, and then caterer. If you will be using a full-service event planner, then of course, this vendor should get selected first. (A day-of wedding coordinator can be selected closer to your big day.)

Your venue is going to be your first major decision (after determining your budget), and here is what you should consider when researching a list of places to host your wedding:

Location: Decide whether you prefer a local venue close to home or a destination venue in a scenic or exotic location. Also take into account how difficult it will be for your guests to travel to your location.
Size: Consider the size of your guest list and choose a venue that can comfortably accommodate your attendees without feeling overcrowded.
Budget: Take into account your budget and choose a venue that offers value for money while meeting your needs and preferences.
Aesthetic: Determine the aesthetic you envision for your wedding, whether it’s rustic, elegant, casual, or formal, and choose a venue that aligns with your vision.
Services and Amenities: Consider the services and amenities offered by the venue, such as catering, event coordination, and decor options, to ensure a seamless and stress-free experience.
Privacy: Will you be the only event at the venue on your wedding day, or will you be ‘bride #3’ in a packed venue?
Personal Connection: Trust your intuition and choose a venue that resonates with you on a personal level, whether it’s the ambiance, the architecture, or the overall vibe of the space. Does the venue speak to your personal style or can it be transformed using flowers and décor to properly speak to your priorities as a couple?

Questions to Ask When Searching for a Wedding Venue

Once you narrow down your list of venues, it is time to make your approach. These are the questions you should ask when speaking with a venue manager to determine if the property is the right match for your wedding:

Is the Venue Available on My Desired Date? Before diving into details, make sure the venue is available on your preferred wedding date. If not, you may need to be flexible with your date or explore other options.
What is the Capacity of the Venue? Determine if the venue can comfortably accommodate your guest list. You don’t want a space that’s too small and cramped or too large and empty.
What is Included in the Venue Package? Inquire about what’s included in the venue package, such as tables, chairs, linens, and decor. Some venues offer all-inclusive packages, while others may require you to bring in outside vendors for certain items.
What are the Rental Fees and Payment Terms? Understand the rental fees and payment terms upfront to avoid any surprises later on. Ask about the deposit required to secure the date and when the final payment is due.
Is an Event Planner Required? This is a popular new requirement for venues. In short, you will need to have an on-site event planner to handle all day-of issues and to coordinate with vendors coming into the space. Ask ahead of time so that you can budget accordingly.
Do You Have Preferred Vendors? Many venues have a list of preferred vendors they work with regularly. Ask for recommendations for catering, photography, and other services to streamline the planning process. For that matter, check to see if you are locked into using the preferred vendors or if you have the flexibility to choose other vendors.
What are the Catering Options? Inquire about the venue’s catering policies and whether they offer in-house catering or allow outside vendors. Sample menus and tastings can help you determine if the food meets your expectations. This is particularly important if you want to bring in a personalized dessert, special ethnic food, have allergy or gluten-free considerations, or just want a big ol’ food truck for your party.
Are There Any Restrictions or Rules I Should Know About? Be aware of any restrictions or rules imposed by the venue, such as noise ordinances, alcohol policies, or decor limitations. Ensure your vision aligns with the venue’s guidelines. Make sure to ask about rules concerning both the ceremony and reception as well as on-site photography before the event.
Are There Any Insurance Requirements? Many venues are now requiring couples to pay for liability insurance for events. Make sure that the cost for the insurance isn’t too expensive for your budget. Also make sure that the insurance requirements for venues aren’t too onerous for vendors (looking at you, Bronx Zoo).
Is There Ample Parking and Accessibility? Consider the convenience of parking and accessibility for your guests, especially if you have elderly or disabled attendees. Ask about parking options and any accommodations available.
What is the Backup Plan for Inclement Weather? If you’re planning an outdoor wedding, inquire about the venue’s backup plan in case of rain or other inclement weather. You’ll want to ensure there’s a suitable indoor space available as an alternative.
Can I Customize the Layout and Decor? Find out if the venue allows for customization of the layout and decor to reflect your personal style and theme. Some venues may have restrictions, while others offer flexibility in design.

Tips for Choosing the Perfect Wedding Venue

Start Early: Begin your venue search well in advance to secure your desired date and have ample time for planning.
Consider Your Budget: Determine your budget for the venue and stick to it. Don’t forget to account for additional costs such as catering, rentals, and decorations. Make a spread sheet with ALL of your costs so that you aren’t facing sticker shock after you say, ‘I do.’
Visit Multiple Venues: Explore a variety of venues to compare options and get a feel for what resonates with you. Take notes, ask questions, and envision how each space will look and feel on your wedding day.
Think About Your Vision: Consider your wedding theme, style, and vision when selecting a venue. Choose a space that complements your aesthetic and sets the tone for your celebration.
Consult with Your Partner: Involve your partner in the decision-making process and ensure your venue choice reflects both of your preferences and priorities.
Seek Recommendations: Ask for recommendations from friends, family, or wedding planners who have experience with venue selection. They may offer valuable insights and suggestions.
Check multiple online reviews: Any venue can have one bad review; but when clients say the same thing over and over, then trust that this is the reality.
Trust Your Instincts: Ultimately, trust your instincts and choose a venue that feels right to you. Your intuition will guide you to the perfect setting for your special day.

Signing a Contract with the Venue

You have your sights set on one particular venue and you know you are in the homestretch. But don’t get too comfortable; the hard work is not over. Now you have to negotiate a contract with the venue. Here are some things to check before you sign on the dotted line.

Venue Details: Double-check that the contract accurately reflects the venue’s name, address, contact information, and any specific spaces or areas you’ve reserved for your event.
Event Date and Time: Confirm that the contract specifies the date and time of your wedding event, including setup and breakdown times, to avoid any scheduling conflicts or misunderstandings.
Rental Fees and Payment Terms: Review the rental fees, payment schedule, and any additional charges or fees outlined in the contract. Pay attention to the deposit required to secure the date and the deadline for the final payment.
Cancellation and Refund Policies: Understand the venue’s cancellation policy, including any penalties or fees associated with canceling or rescheduling your event. Clarify the process for obtaining a refund if necessary.
Services and Amenities: Ensure the contract clearly outlines the services and amenities included in the venue package, such as tables, chairs, linens, decor, and audiovisual equipment. Confirm any additional services or upgrades you’ve requested and their associated costs.
Catering and Bar Services: If the venue provides catering and bar services, review the menu options, pricing, and any restrictions or requirements. Understand the policies regarding outside catering and alcohol service if applicable. Also, check what happens with any leftover food or liquor – can you take it home?
Decor and Setup Guidelines: Familiarize yourself with the venue’s decor and setup guidelines, including any restrictions or limitations on decor items, lighting, and installations. Discuss any special requests or accommodations you may need for your event setup.
Insurance Requirements: Verify whether the venue requires you to obtain event insurance and the coverage limits and requirements. Understand your liability and responsibility for any damages or incidents that may occur during the event.
Vendor Policies: If the venue has preferred vendors or restrictions on outside vendors, ensure the contract clearly outlines these policies. Discuss any exceptions or special arrangements you may need to make for your chosen vendors.
Force Majeure Clause: Pay attention to the force majeure clause, which addresses unforeseen circumstances or events beyond your control that may affect the wedding event, such as natural disasters or pandemics. Understand the venue’s policies regarding rescheduling or canceling events due to force majeure events.

Things to Consider When Reading the Contract

Hidden Fees: Be wary of hidden fees or charges that may not be explicitly stated in the contract. Clarify any ambiguous language or terms to ensure you’re aware of all potential costs.
Restrictive Policies: Watch out for overly restrictive policies or clauses that may limit your flexibility and creative freedom when planning your wedding event. Negotiate any terms that feel unreasonable or restrictive.
Cancellation Penalties: Pay attention to the cancellation penalties outlined in the contract and ensure they’re fair and reasonable. Negotiate terms that allow for flexibility in case of unforeseen circumstances.
Payment Deadlines: Be mindful of the payment deadlines and ensure you adhere to them to avoid late fees or penalties. Plan your budget accordingly to meet your financial obligations on time.
Liability and Indemnification: Understand your liability and responsibility for any damages, injuries, or incidents that may occur during the event. Consider obtaining event insurance to protect yourself against unforeseen risks.
Legal Review: If you’re unsure about any terms or clauses in the contract, consider consulting with a legal professional or wedding planner who can provide guidance and advice. Don’t hesitate to ask questions and seek clarification on anything you don’t understand.

By carefully reviewing the contract, asking questions, and negotiating terms as needed, you can ensure you’re entering into a fair and transparent agreement with the venue. Remember to keep copies of all correspondence and documentation related to your wedding event for your records. That means you should be emailing your venue; not sending texts. With a signed contract in hand, you can rest assured that your dream wedding plans are officially in motion.

Conclusion

Finding the perfect wedding venue is an exciting and important part of the wedding planning process. Remember to ask the right questions, stay organized, and enjoy the journey as you plan your dream wedding day. It may feel like you have taken on a second job, but trust the process and you too can find a venue that sets the stage for a magical and memorable celebration. Here’s to the beginning of your happily ever after!

Meet Ellie and Manus

I hope you are enjoying the images accompanying this article. These are photos from Ellie and Manus’s wedding at the University Club in December – my final wedding shot in New York City. Details for the wedding are listed below. As always, I’ll have more photo adventures for you next week!

Vendors

Venue & Caterer & Wedding Cake: University Club, NYC
Event Planner: Alicia Mariconda, Alicia Margaret Events
Bride’s Dress: Allison Webb, Wedding Atelier
Bride’s Shoes: Badgley Mischka
Bride’s Hair Stylist: Face Time Beauty
Wedding Ring: Ring Concierge
Florist: Artsy Flora
Guest Favors: For Your Party Matchbooks
Officiant: Alex, Officiant NYC
Live Band: Mod Society
Photobooth: Lodi Photo Booth
Videographer: Kristi Sanxhaku
Invitation Designer: 92Sutton

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If you found this article on ‘How to Select the Perfect Wedding Venue‘ useful, then check out my equally interesting ‘How to…’ articles here:

For that matter, if you are looking for information about a particular venue, then check out my past blog posts. I have written about many, MANY wedding venues in the New York City area with details, reviews, and of course, photos.

If you are in San Antonio and will be getting married soon, drop me a line and let’s chat about how I can help you with your photography needs. I have hourly rates, and all photo shoots include editing and high-resolution files.

To view more images from my wedding photography portfolio, please visit my website – KellyWilliamsPhotographer.com