Selecting The Ideal Wedding Venue 101: Dos and Don’ts

Choosing the location, setting, and theme of the place where you say your vows can be quite daunting, especially when there are so many options out there. The wedding venue is just as important as deciding your cake, attire, and decor; it needs to be well-thought-out.

If you’re an engaged couple scurrying through the anxiety of wedding planning and selecting a venue, this article is for you. The sheer number of choices can get overwhelming and confusing, especially since you’ll be new to most of it and could use help.

After all, a marriage is one of the most significant milestones of any individual’s life, and the wedding venue you choose will be part of the entire journey that tells your love story.

Without further ado, let’s explore the major dos and don’ts when selecting your venue!

Don’t Underestimate The Power Of Research

If you’re choosing from a pool of venues, it’s good to research, shortlist a few, and understand their pros and cons to find what works best for you. After all, it is your special day, and it’s only fair to have everything just as you want.

To simplify the process, platforms like Breezit offer a unique AI-powered service that allows couples to use filters and explore various wedding services like venues, florists, DJs, caterers, photographers, etc. You can segregate the list based on your preferred location, budget, date, event size, and many more options.

Choosing Your Date And Time In Advance

Your wedding date plays a crucial role in finding suitable venue options. If you want a venue that absolutely matches all your criteria, it’s better to be a little flexible with your wedding date. Plus, knowing your date ahead of time helps narrow down your venue search and makes it more accessible.

For example, if you want to have your wedding between June and October, you must start searching immediately after finalizing a date. That time of the year is a high-demand season for venues, and it will be challenging to find one that meets your expectations if you search at the last moment.

Setting A Budget For Your Entire Wedding

It’s common for couples to go over budget as they start making purchases and booking wedding services because they often underestimate how long the list goes. As they talk with the planners, they discover more items to add to their special, eventually adding to the overall cost. Having a budget will give you an idea of how much you can spend on the venue; usually, the venue takes up around 30% of the budget.

That’s why it’s extremely important to draw a budget with categories for “must-have,” “good to have,” and “just for leisure costs.” By doing this, there’s less chance of you falling into the trap of overspending. You can also utilize wedding budget tools available online to get an estimate of different wedding planning requirements; this way, you can also browse through affordable venue options that suit your budget, like these ones in Northern California.

Keep The Guest Count In Mind

Your wedding venue must have the spatial capacity to accommodate all your guests, so you must have the guest list ready before you start searching for venues, even if it’s just a preliminary draft. Don’t make the mistake of browsing through venue pictures because you won’t know how comfortable the space and setting are.

For a general idea, let’s take you to have 100 guests; choose a venue with a maximum capacity of 100-150 people. If you choose anything smaller, it’s going to get overcrowded, and anything that accommodates 200 or more people will make your guests feel lost in the space.

Considering What The Venue Includes

Some venues come with all-inclusive options, while some allow you to bring your own decor and vendors. Some venues have vendor restrictions, so if you want to outsource wedding services, be sure to ask them and price everything out.

Venues that require you to rent your own seating arrangement, linen, cutlery, etc., will cost much less upfront than an all-inclusive one. If you’re choosing in-house catering options, be sure to include the tax and tip in your calculations.

Always Know Your Theme And Style

Having a basic idea of the aesthetic you want for your wedding in the beginning is essential. Whether it’s a beach wedding with scenic backdrops of waves or an enchanted castle springtime vibe with ethereal florals like roses, hydrangeas, or tulips, know what you want.

Create a mood board with your partner and pen down all your expectations and ideas for your special day. After you have these ideas in front of you, you’ll know which ones to prioritize to create a coherent and cohesive wedding theme and style.

The Importance Of Wedding Location And Transport

The venue location is crucial to determine how you and your guests are going to get there. You’ll have to consider factors such as out-of-town guests, international guests, weather conditions, and whether you want to have the ceremony and reception at the same venue or separately.

Decide whether you want to offer transportation for your guests or not. You can also use the location to cut costs if you choose the same venue for all your wedding events and have on-site accommodation; this will help you save on transportation costs for the entire event. However, if you choose different locations, plan the transportation well to avoid last-moment obstacles.

Always, Always Ask Questions

It’s always better to clear the air before making any major decisions, and putting down a deposit for your wedding venue is one of those commitments. Ask all your questions because it’s better to keep yourself informed than have unwanted surprises later. Clarify any rules, regulations, prices, deposits, and any other policies.

You Must Have A Contingency Plan

Everything is consequential, and even if you spent a year planning your wedding, they could change at the very last minute; some of these no one could’ve seen coming. For example, if you’re having an outdoor wedding, sudden weather changes can ruin the whole celebration, so you’ll want to have a backup venue or plan for shelter in case this happens.

Similarly, having backup routes to your wedding location could help many guests reach on time in case there are traffic jams or road closures; this allows you, as well as them, to plan ahead. Don’t forget to have a source of communication like a group chat for all your guests so they’re aware of any changes or updates about the location.

What Red Flags To Watch Out For?

Even if you’ve found a wedding venue that “looks” perfect for your big day, there are certain factors you should consider before signing the final documents; some of these don’t look like much from the surface but should make you reconsider.

Many Added Or Hidden Costs: There’s no doubt that the initial price of the venue won’t be the final cost, considering taxes, facilities, etc. However, having way too many added costs isn’t a good sign. It’s better to avoid these so you don’t have to burn a hole through your pocket.

Unprofessional Staff: The way the staff treats its clients says a lot more about the venue than you think. If they arrive late, are impolite and unreliable, or communicate unclearly, you can be sure that something’s off.

Unsatisfying Online Reviews: We know that some negative reviews aren’t honest, but a venue with more than one or two bad reviews is most certainly a red flag. This includes their service quality, pricing, facility conditions, etc.

People Don’t Know About Them: If your wedding planner or vendors haven’t heard or worked with the venue, there might be a reason why, so ask around about the venue. If they don’t have too many weddings and not many people have heard of it, that’s your sign to look someplace else.

Complicated Contracts: Every venue contract must be detailed and comprehensive, not complicated. Look into the fine print and watch out for weird, confusing clauses because policy and contract term ambiguity scream something fishy.

Extremely Unflexible: Venue management has straightforward rules, but they’re still obliged to tailor the venue space to suit your preferences. If they lack flexibility and refuse some form of customization or special requests, look for a place that can accommodate your requests.

Conclusion

Since the entire wedding, from ceremony to reception, signifies an essential part of your life, it’s important that you make informed decisions throughout the planning process, and this includes the venue. Following the guide above will not only make sure you don’t have any unwanted surprises but will also give you unique memories to cherish for a lifetime.

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We would like to thank our friends at Breezit for putting together Selecting The Ideal Wedding Venue 101: Dos and Don’ts

Breezit is a platform that curates listings for wedding and event vendors based in the United States with a focus on California. Breezit hopes to list all types of wedding vendors and wedding-related businesses on its platform while expanding to the rest of the US. Similar to that of a directory, Breezit’s site will allow venue operators, photographers, caters, and other vendors to list their services via the platform.

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Scent & Violet, flowers and gifts is a full service florist in Houston, TX located at 12811 Westheimer Rd. We aim to create fuss-free, everyday shopping source for flowers, plants, and gifts. It is our belief that we can create better relationships through gifting, better environments through plants, and better state of mind through flowers.