25 PRO-TIPS — Wedding Venues
Are you ready to book your wedding venue? Have you consulted with your wedding planner before booking your venue? Have you asked all the right questions to make sure everything you want is provided at the venue or can be brought in? Are you sure this is the best venue that works with your vision, budget, and guest list?
Here are 25 pro tips for you to consider before you book your perfect wedding venue.
Tip #1 — Most Expensive Wedding Purchase (after the ring!)
Renting your wedding venue will likely be one of the most expensive purchases. You must have a real grasp on what your budget is, and what the real number is. Renting a venue includes several things that may or may not affect the final price.
Tip #2 — Availability Of Date
Before you set up a tour of the venues you want to see, make sure to call them and confirm they have your desired date available. If not, ask for the next available date and think about your flexibility on those dates. You don't want to tour a venue, fall in love with it, then find out your date is not available.
If there is a venue you love, make sure to find out what you need to do to secure the venue for your wedding. Most venues will not hold a date for you without a deposit. So it’s best to understand what they need so you can move accordingly.
Tip #3 — Setup and Tear Down Dates
Although your desired wedding date may be available, the days before or after the wedding may not be. If your wedding team will need access for setup the day before and break down the day after, make sure to confirm these dates with your venue. If these days are not available, your load-in and tear-down costs will be affected. Consult with your wedding planner and get their take on what they think will be needed. They are already thinking about the big picture and details all at the same time.
Tip #4 — Take A Tour Of 5 Wedding Venues
We all have a vision of what we are looking for in the perfect wedding venue. There are many amazing locations to check out. Typically, we recommend looking at your favorite wedding venue first and then following it with a tour of 4 other locations at different price points that can accommodate all you need. Working with your planner to help you select the 5 best locations based on your vision and budget for your wedding is the best way to go.
Tip #5 — Will Your Wedding Fit Comfortably?
When looking at an empty room, it will look huge to the naked eye. However, once you consider everything that needs to be brought in, space gets taken up easily. Have the venue coordinator show you sample layouts with the number of guests you will have so you can get a good understanding of how much space you have. Consider the locations of the bar, cake table, gift table, DJ, sweetheart table, photo booth, and other items you will bring in when designing the layout. Each item will need a certain amount of space around it. Depending on the design of the layout for the wedding, as well as the decor that will be brought in, the spaciousness of the room will change.
Tip #6 — Focus On The Guest Experience
Remember, your guests need elbow room at their tables. Servers need to be able to move between tables without bothering the guests. The dancefloor needs to be spacious enough for at least 75% of your guests to dance comfortably. The bar area needs to have room for small groups mingling as well as a line forming. Being mindful of the guest experience will make these decisions a lot easier. Remember to consult with your wedding planner with design guidelines and layouts. They are your best wedding planning resource.
Tip #7 — Parking
Part of the guest experience is the ease of access in getting to the venue. Valet parking is always preferred by many venues, and the cost is absorbed by the host couple. If valet parking is not in the budget, and the venue provides a parking lot, make sure there are enough spots for half of your guest count. Remember most people will drive, but many take car services. Keep those in mind when figuring out parking solutions.
If parking is a problem, look for other ways to get everyone to the wedding. Hiring a shuttle service or golf carts to escort guests to the wedding will not only enhance the guest experience but show your guests you care about their comfort and safety in getting to the wedding.
Tip #8 — Privacy
Many venues offer multiple locations on the same property to host events simultaneously. If the importance of being the only event on the location matters to you, then make sure to select a venue that hosts only one event a day.
Tip #9 — The View
The guest experience is heightened when there is a magical view they get to see when attending your wedding. Whether it be the view during cocktail hour, or that large column in the banquet hall that is obstructing their view of the wedding. Keep in mind that the magical view of the beach during cocktail hour will serve as a backdrop for the entire guest experience. The same goes for the view obstructing column that will diminish the guest experience.
Always think in terms of “What will the guests see and experience when they walk into the room?” If there’s no specific view, then perhaps some additional decor can be brought in to enhance the views. Usually, a little bit of detail enhancement goes a long way.
Tip #10 —Timing From Ceremony To Reception
One of the most important and overlooked moments in creating a wonderful guest experience for your wedding is considering the time it takes for guests to travel from the ceremony to the reception. Being mindful of traffic and transportation for your guests is key.
The other aspect that gets neglected often is the amount of idle time guests have between the ceremony and the reception. Thinking about the guest experience and being thoughtful about providing options for guests to fill up that time would be a lovely gesture. Depending on the location of your venue, perhaps the venue can offer light refreshments and a resting lounge for your guests to spend time and wait for the reception to begin.
Tip #11 — Outdoor Wedding Emergencies
We never want it to rain on your wedding day, although some say it’s good luck! However, in case of a possibility of rainy weather, we encourage you to ask your wedding planner and venue coordinator what the backup plan will be in case of rain. Typically it’s having the option of moving the event indoors if the venue doesn’t have another event booked, or having a rental company on-call to come and set up a tent.
Tip #12 — Appropriate Bathrooms
Nobody wants to wait in line to use the restroom unless you’re Salma Hayek in the movie Fool’s Rush In. Although it’s not a pretty subject to discuss, it’s very important in having an adequate number of bathrooms. If you are having your wedding at a venue, then they will likely have an adequate number of restrooms based on their maximum capacity. If your wedding ceremony and reception are outdoors in an open area, you need to make sure to have an adequate amount of restrooms. You can rent luxury port-a-potties that resemble high-end hotel restrooms and your guests will be happy.
Tip #13 — Lighting
In the simplest form, lighting is a game changer to any event. Lighting sets the mood for your ceremony and reception. It highlights special moments and sets the tone of the evening. Before you invest in heavy decor, check what lighting is provided by your venue and then consult with a lighting company to get their input on how to add depth and detail to your wedding with lighting!
Tip #14 — Acoustics + Outlets
Checking out the acoustics in the reception room is very important for your band leader or your sound guy. If the space in the room has too much echo, it could make it hard for guests to hear one another while talking, or make the sound of the bad rough on the ears. You may want to check out the venue while there is an event taking place to get a good feel for the acoustics and hire an appropriate band / DJ that best fits the venue sound.
Also, make sure to get a map of all the outlets that are in the venue and pass on that information to each vendor who will require an outlet. Having this layout for outlets will also help the planner in designing the reception appropriately.
Tip #15 — Services Included + Non-Negotiable Items
During your venue tour, you will want to discuss with the venue coordinator about the options or packages they provide with renting their venue. You will want to know the amount of time the rental agreement is for, and how much each additional hour costs. You will want to know if they have a preferred list of vendors that you must choose from. If so, do those vendors fit into your budget? You will also want to know if they have any all-inclusive packages that may work for your budget and what is included in them. You will want to know if those packages include any types of rentals, bar service and if the catering can accommodate any dietary restrictions. You will also want to ask them about their specific policies and guidelines and what things they will not budge on. Many popular venues have some non-negotiable policies that may affect your wedding vision. Best to know them before you book them.
Tip #16 — Cancellation Policy + Payment Schedule
The 2020 Covid Pandemic has forced the hand of many venues to make adjustments to their cancellation policies and payments schedules. You will want to clearly understand what these are, line item by line item in the contract. If each item is something you can work with, then proceed to book them.
Tip #17 — Midnight Snacks + Lights Out Policies
Who doesn’t love a late nigth snack? Make sure the bride and groom get some too!
One of the hottest wedding trends is the midnight snack! We are huge fans! However, some venues may not allow outside vendors, let’s say In N Out, to provide this service. If this is the case, and the venue's preferred caterer has to do it, it will likely cost you more than that food truck. Be mindful of the added expense and ask the venue and caterer beforehand.
Also, lights out to many places mean different things. Depending on the location of your wedding venue, this will mean everyone and everything is out and gone by a certain time. Make sure to get clarity on when the event can end, and when everyone (including the clean-up crew) has to be off the venue grounds.
Tip #18 — The Logistics
All hired vendors will want to know what they are walking into on the day of the wedding so they can schedule the appropriate amount of time for their load-in, setup, and tear-down. Asking the venue coordinator about their setup logistics and communicating these with your hired vendors is very important. You will want to ask the venue about access to a service elevator, loading dock, or a specially designated entrance for vendors. Most rental companies will charge you extra if they have to go through several steps, etc. This will take longer to set up and therefore the cost of setup will increase. Typically, these logistical items are what your wedding planner will deal with during the wedding planning process.
Tip #19 — Venue Restrictions + Permits
Many venues, depending on their location, will have all the necessary permits to run their business. One of the permits that may be unavailable is a full liquor license or a permit for only beer and wine. You will want to confirm this with your venue to make sure this is not a deal-breaker for you.
Additionally, you will want to check with the venue about the types of permits you will need for your setup. Some venues require special fire permits from the fire department, event permits from the city, additional insurance for your event, and more. Get clear on what is required and how much each will cost. Some agencies take longer to approve a permit, so you will want to contact each agency as soon as possible to understand how long the approval process is and what information you need to provide to them. Keep in mind, once you apply and get approved for these permits, you will need to stick to what you were approved for. If you make major changes to your event and don’t let the correct agency know of these changes, they can shut you down.
Tip #20 — Wedding Host Providing Alcohol
While purchasing your alcohol for your wedding is a big way to save some money, most venues do not allow this for liability and control of consumption reasons. Make sure to get clarity on this policy from the venue. Make sure to also ask and confirm with the venue if they will allow a full bottle of alcohol to be placed on the guest tables. Most venues do not allow this, however, many cultures are accustomed to this. This can be a deal-breaker for some people, so better to know ahead of time before you book the venue.
Tip #21 — Rearranging Venue Furniture
Creativity at its best with a venue with a lot of character will mean rearranging existing furniture or moving things out to make space for your vision. Before booking the venue, make sure to get clarity in writing of what items can and cannot be moved. What happens when something is damaged in the moving process, and how much will it cost to replace the damaged item. It’s imperative to get all of this in writing because it oftentimes gets overlooked and an unexpected cost will arise after the wedding.
Tip #22 —The Dining Experience
The dining experience is the next most important item on the wedding planning checklist. Guests always talk about how fantastic or awful the food is at any event, let alone a wedding of someone near and dear to them. This is why choosing a reputable caterer who specializes in larger events is key. Depending on the taste and style of the couple, choosing a caterer should reflect on their personality. This cost will be the next most expensive cost you will have for your wedding. Make sure that in choosing a caterer, you have a formal tasting and address all your concerns and needs for the big day. Some questions to ask would be the added costs of the food, how many service staff you will have for the number of guests, how much the staff will help with the table setup, the type of service they will present dinner with, will they cut and serve the cake, and how much they will assist in the cleanup. The catering crew is the heart of making the wedding flow move smoothly, so you need to ensure you have a well-rounded, experienced, licensed, and delicious caterer.
Tip #23 — Accessibility
It goes without saying but needs to be said, to consider the accessibility for your disabled guests. Some may need wheelchair access, others may need an interpreter. Make sure to be mindful and check with the venue if they offer these requirements or can provide accommodations to them. Most venues are wheelchair accessible, however, there can be special circumstances with certain disabilities that a venue has not dealt with before. Make sure to communicate your needs with the venue coordinator to ensure your guests' comfort.
Tip #24 — Dance Floor
Dancing the night away is a requirement at any wedding! So it’s best to make sure you have a dance floor. You will want to ask the venue if they have a dance floor. If your wedding is outdoors on the grass, make sure to get a confirmation with the venue in writing that you can install a dance floor on the grass. If you do it without their permission, they can charge you for damaging the grass and that cost is very expensive.
Tip #25 — Pick Your Wedding Planners Brain
While all these tips are very useful and help to prepare you for a site tour, we highly recommend you speak with your wedding planner about the pros and cons of the venue you are most attracted to. Speak to your planner about what the actual costs will be and what challenges will be faced while planning the wedding. The wedding planner can give you experienced and professional honest guidance to best plan your wedding with your vision and budget in mind. Always talk to your planner first and keep that communication line open and strong so the wedding planning can go smoothly.
Enjoying your wedding planning process is the most important thing for wedding planners. We are here to support you, guide you, and bring your vision to life. It is imperative, in our humble opinion, for your wedding planner to be honest and upfront with you in all aspects of the wedding planning process. Additionally, we ask our clients to communicate and be honest with us as well. We strive to do our best and bring your vision into a reality. We hope this article has been beneficial to you. We are always happy to answer any questions you may have about your upcoming wedding and would love to talk to you about our services! We love what we do, and we love planning for you! Happy Planning!
