5 Tips to consider when choosing your venue and questions to ask
If you are newly engaged or starting your wedding planning journey, the venue search is one of the first tasks that you’ll want to get started with once you’ve created your wedding vision and have an idea of what type of venue you desire.
If you haven’t created your vision I suggest getting clear on this before looking at or booking anything.
The style of the venue will give your guests an idea of the type of celebration your day will be. Here’s a few questions to get you both started talking about your venue.
Do you want a venue that will host both the ceremony & reception or will you have split locations?
Are you looking for a blank canvas to get your creative juices flowing?
Maybe a boutique hotel is more your style for an intimate wedding day?
This task should definitely be a joint task, it’s the first big planning decision you’ll make together and the two of you feeling excited with the place you intend to marry only adds to the engagement joy.
Your venue will influence the feel of your day, determine your wedding date and one of the areas you’ll spend a large percentage of your budget. I know it seems obvious, but only look at venues that fall within your budget and guest numbers. Sometimes couples just ‘wanna see what it’s like’.
Have fun with it and plan some activities to do whilst you're out road tripping.
Here are a few things to consider when searching for your venue.
Get Organised
Create a document with the venues you’ll be visiting. I’d suggest organising a max of 4 venue visits in one day, anymore and it could feel overwhelming.
The venue selection is about the two of you, taking others to view with you will only add confusion as they give you their thoughts. Invite them in if you want, once you have your shortlist.
Trust Your Gut
Every venue will just have that ‘thing’ that you can’t quite describe or pinpoint. It’s either THE ONE or not quite for you. Listen to your intuition.
Venue Visit
Consider the charm and personality of the venue, is it you? Can you visualise where your guests will be sitting? Also consider the flow for your day. The venue may be able to hold your guest numbers, however this may be split over multiple rooms. Does that fit your vision?
Location, Location, Location
This is another key consideration. Think about transport links, parking for your guests, availability of hotels for your guests. If you have elderly guests or guests with disabilities is there sufficient access? Having a walkabout in the area will give you a good idea of what facilities/activities are available for your guests if they want to make a short break of your wedding.
A lesson I learnt planning one wedding is to check if there are any events happening on the wedding day. I didn’t and realised later that a major rugby world cup event was happening close to their venue starting an hour before their wedding. This meant road closures. My logistical head kicked in and made sure that all guests were aware, and I had a back up plan for the back up plan!
Questions To Ask
To get the most out of your venue visit, asking the right questions is important. Taking out some of the guesswork for you, below are some key questions to ask around the basics of your venue visit.
Which local authority does the venue come under?
What is the maximum capacity of the venue?
What is the seating capacity for your meal?
What’s included in the price? (i.e. catering, tableware, accomodation, linens, decor)
If provided, What size + styles are the tables, chairs and linens?
What is the deposit and payment policy?
Will your wedding be the only wedding on the day? If not, how many others could there be?
Are the caterers flexible to suit your style? (Sharing plates, formal dining, BBQ)
Is a menu tasting included in the price?
Are lit candles allowed?
Are they happy with an external wedding planner/stylist?
Is there an in-house coordinator? Clarify what they will + will not do.
When can we come back for a second visit?
Will the venue offer any discount on rooms for your guests?
There are other questions that may need to be asked based on your specific needs. If you’d like to make sure you’re asking the right questions when you're dealing with your suppliers. Book in your for a Coffee + Clarity session and let’s get you sorted. (Link to services)
Read Your Contract
Check the fine print. Make sure you are clear on ALL the costs. Don’t be afraid to ask any questions before you sign. If the venue’s level of customer service is high, they won’t have a problem answering your questions. I would also encourage you to visit the venue a second time before signing.
You may find your perfect venue on your first morning of visits or it may take seeing 15 venues before you find your perfect spot that gives you all the feels. You may be excited to get planning all the details but don’t rush the process.
If you’re planning a wedding, feeling overwhelmed or you're not quite sure what you should be doing or if what you're doing is right get in contact and I’ll help you get started.
Edna xo