If you are just getting started with wedding planning, I’m sure searching for wedding venues is on the top of your to-do list. Finding a wedding venue is the most important part of wedding planning because it is the backdrop of your entire day. Are you overwhelmed with all of the wedding venue options out there? Follow these 10 easy steps to help you find your perfect venue!
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In this blog:
1. Define your wedding vision
Before we can really get into finding the perfect venue for your big day, we need to do some brainstorming about your perfect wedding vision. To help you out, download my free wedding vision template and answer these 4 simple questions to nail down your vision.
First, think about the general size of your wedding. Do you want to invite only close friends and family? Next, think about the general location of where you want to get married. Is it on a beach, or in your hometown? Third, think about must-haves that you can’t live without on your wedding day. Do you need air conditioning? Is there a place to get ready? Finally, give some thought to what season you would like to get married. Do you imagine fresh spring blooms around you?
2. Set your budget for wedding venues
Now that you have defined your vision, the next step is to set your general budget, and stick to it. This may seem like a no-brainer. But, if you don’t know how much money you have to spend on the venue, food, drinks, and any extras (like an open bar or live music), it will be very difficult for you to find a place that fits within your budget. You don’t need the exact numbers here, but what is a reasonable budget range for your venue?
When researching venues, make sure that their quote includes all costs— including taxes and gratuities. Also, ask if any added costs might apply on the day of your event (such as overtime fees or a parking attendant). You should also consider how much money needs to be saved for things like deposits on rentals or catering services; these things can add up quickly!
Remember, we all have different priorities when planning a wedding. You should spend the majority of your budget on the most important things to you. If a specific wedding venue or unique location is very important to you, it may cost more but you can make it happen by cutting back on other lower priority items.
3. Choose a general date
The next step to finding the perfect wedding venue is choosing a general date when you want to get married. Now, think back to your wedding vision and the season you are most excited about. This is your starting point for finding a great wedding date.
For example, if your season of choice is autumn, narrow it down to an ideal month like October, or a 2-week timeframe such as the last 2 weeks of September. Unless you are absolutely tied to a specific day of the week or a meaningful date, pick a flexible time frame to check your venue’s availability. This way you can easily work with the venue’s availability and potentially save some money— hello, weekday wedding!
Many venues are more expensive during peak wedding season and on Saturdays. If you are interested in an off-season wedding, you could save a lot of money! If you’re married to a beautiful peak spring wedding, see if your venue offers Friday or Sunday weddings at a discount. Even more out of the box, why not get married on a Tuesday? Ask potential venues if they offer weekday deals!
Once you know the venue’s availability for your general timeframe, look ahead in your calendar and make sure there are no other weddings or important events you’ve already committed to. Consider important holidays when guests may have plans already made. If you want to make sure they’ll be able to attend your event, it’s best to avoid major holidays. But, if you want a holiday inspired wedding, just make sure you give your guests plenty of notice and know that some guests won’t be able attend.
4. Create a short list of wedding venues
Now that you have a pretty good idea of what you’re looking for. It’s time to do some research and find venue options that will meet your needs! I recommend using a spreadsheet where you can add all of the important information such as venue name, price, what’s included, and availability.
My favorite resource for finding wedding venues is the “Find Wedding Venues Near You” page on Here Comes the Guide. You can sort by state, number of guests, and general vibe to find some amazing options. I also recommend searching for your wedding location on Instagram and getting inspired that way. Finally, there are venue search options on websites like The Knot or Zola that can be very helpful.
5. Ask for more information
Next, reach out the venues that you’re interested in to get more information. There are some important questions to ask your venues to really understand if the venue is the right fit.
Do the wedding venues allow outside vendors?
If you want to bring in outside catering or decorations, make sure that’s okay with the venue. Some venues have a preferred vendor list they will give you to work with. Preferred vendors can be helpful if you want to ensure that your vendors are familiar with the space. And if they don’t have a preferred vendor list, ask them about their policy on outside caterers and vendors— you may need to book those services separately from the venue itself.
Are they all inclusive?
Some venues are all inclusive which means they supply pretty much everything like catering, bartenders, linens, tables, and chairs. These venues usually make the event easier to plan because you are working with fewer people, but if you do not like the included caterer for example, you aren’t allowed to bring in others. Remember, if using an outside caterer means bringing in food and drink from off-site sources, it can drive up the costs. There are pros and cons to both options, and every venue is a little bit different.
Is the space big enough for your event?
When you’re looking at venues, make sure that the space is big enough to accommodate the number of guests you expect to attend. Think back to your wedding vision and look for venues that can accommodate the range of guests you are thinking about. If you have a dance floor and want to be able to use it, make sure there’s room for one. If your wedding will include a photo booth, or if you are planning on having live music at the reception, ensure that there is enough room.
What does the venue rental price include?
Every venue varies when it comes to what the rental package includes. If you’re looking at an all-inclusive venue, it’s important to understand exactly what is included and what you have to coordinate separately. Are they any other fees or restrictions like clean up or setup costs, parking fees, noise restrictions and time limits for your event? Be sure to ask exactly how long the venue rental is and how early you can arrive if you are planning to get ready at the venue.
6. Visit your top 3 wedding venues
This is the fun part when searching for the ultimate wedding venue! Once you have a short list with some of your favorite options, narrow down to the top 3 to see in person. It takes time and planning to set up visits with venues, so you don’t want to visit any that you are not excited about.
For example, if you already know you don’t like the caterer that comes with the venue, just move on to another option. When you visit the venues, take a lots of pictures, and don’t commit to anything during your visit. Gather as much information as you can and get a good feel for the venue while you’re there in person. It helps to bring your partner along or another trusted friend to get their opinions as well.
7. Narrow down your wedding venues
Next, take a couple days to compare details and think about everything you saw during your visits. Listen to your gut, if there was a wedding venue you fell in love with, go with it! Use the spreadsheet you created while researching your wedding venues and compare the small details. Look at any extra costs associated with bringing in rentals, fees for cleanup or parking, labor costs, or special permits.
Additionally, find out if you will need any specific insurance if you would like to use sparklers, and get information on damage deposits. These small details really come into play as you get deeper into wedding planning, and it’s important to understand everything before you sign contracts. Also, take a good look at the budget and what’s included in that price. Sometimes an all-inclusive venue is more expensive up front but includes a lot more than a venue rental only. Keep in mind that if you have to bring in everything from food, alcohol, flatware, tables, and kitchen supplies, it may end up costing more in the end.
8. Choose the perfect wedding venue
After all that research, choose your perfect wedding venue! Discuss the pros and cons with your partner, how you felt at the venue, and go from there. There are many different types of wedding venues to choose from, but it’s important that you find one that fits the feel of your wedding.
Hopefully, at this point you’ll land on the perfect fit and book your wedding venue! If not, don’t worry it can take time to find the right venue, but it’s absolutely worth the wait. Don’t settle for something you don’t love, just go back to the drawing board now that you have a better idea of what you’re looking for.
9. Celebrate!
Booking your wedding venue is perhaps the most difficult part of wedding planning, and once you get the right venue the rest falls into place. Take some time to celebrate your hard work, you did it! Now move on to the rest of wedding planning and get hitched.
10. Get married!
And live happily ever after.
For more…
Check out all of my blog posts on That Budget Bride for my best wedding tips and tricks from my own personal experience as a budget bride!