How To Find The Perfect Wedding Venue

Finding your perfect wedding venue will be one of THE MOST stressful parts of the entire planning process! Already overwhelmed? Cut yourself some slack! Know that we have NEVER had a client NOT find a venue that worked well for them…and we have worked with thousands of couples! So let’s dive in to some of our best tips so that you can find the perfect wedding venue and start dreaming up your incredible day!

At the beginning, you need to set non-negotiables and be sure these are top of mind when you are searching! In fact, write those top three non-negotiables down so that you ensure your perfect wedding venue aligns with your values, interests, and dreams for the day! Once you set these, it is time to start researching.

There are TONS of great online resources available to find the perfect wedding venue. The Knot or PartySlate are great places to start! These sites have an incredible amount of tools and vendors listed locally for every couple around the U.S. They also have TONS of tools to help you narrow down the search.

So how do you go about your research finding the perfect wedding venue? Start with capacity. If you are having a larger wedding, understand that this will limit your overall venue options. The average venue will house 150-200 guests.

Then narrow down by the overall look of the space. Do you see yourself getting married in a swanky downtown hotel? How about a rustic barn? A fun urban loft? Is nature an important element in planning your big day? All things to work on narrowing down before you set up any appointments.

After picking out the vibe of the event, you will need to consider the catering arrangements. There are three different styles of catering venues:

• In- house catering (done by the venue themselves)

• A preferred (or mandatory) catering list, where you must pick a cater from their approved list of caterers

• An open catering policy (this means you can bring in ANY licensed caterer.) A GREAT way to control overall reception costs!

Once you have discussed these three important facets (capacity, style, and catering policies) you’re ready to dive in and make appointments.

Start by emailing the venue (or have your wedding planner make these appointments on your behalf.) When you connect with the venue be sure to tell them: Your preferred wedding date/time of year, the projected guest count, and don’t be afraid to tell them your overall budget! This helps the vendor understand your vision as well as give you realistic feedback on options that will work well for your personal event. Based on their responses, it is time to see your favorites!

Once you are at the venue meeting, here are a few important things to consider and /or ask about, past the feeling you get from the venue, when touring:

• Is my date available? Or can I be flexible if I fall in love with the space?
• Are there any special restrictions such as restrictions on room access, music level or timeline, decorations, or flames? (In some venues they have residences as neighbors and they will need to end the party earlier or be sure that the music is played below a certain decibel.)
• If you’re having anything unique, discuss this with the venue during this time (example: animals on site or a specific late night snack choice).
• Ask about their amenities: changing rooms, bathrooms, dance floor, lighting, entertainment equipment, wheelchair access, picturesque areas, onsite stocked bar, kitchen facilities, parking, outdoor areas, coat rooms, etc.
• How many people will comfortably fit in each room?
• Does the venue hold multiple events at a time (think how this might affect staffing)?
• Is there a special event coordinator on-site that would be helping the day of? And what is their overall role? (Remember, venue coordinators and wedding planners are VERY different.)
• How many sizes of tables are available & what are the shapes of their tables?
• What have they found to be the best layout for the tables?
• Are there any spots where columns or pillars will affect guest’s views?
• What colors of linens do you have to choose from? Are they floor-length?
• What are the styles for place settings and service?
• Can décor be brought in? Are candles allowed?
• Is special lighting available?
• Best locations for things like: altar, bars, buffets (if applicable), cake table, dance floor, dj/band, head table/sweetheart table, etc.
• Can any décor be removed from the venue?
• Fountains/Fireplaces active?
• Renovations or changes scheduled before my date?
• Can shared spaces be decorated (if applicable)?
• What is the weather contingency plan?

To make sure there are no surprises at your perfect wedding venue, ask for an itemized list of any charges that may come up outside of their standard rental fee as this will heavily impact your budget. Here are some standard + extra costs that venues commonly charge:

• Facility rental fee
• Cost of Catering (at least minimums- final decisions will be made down the line.)
• If the venue provides food + beverage, ask about their food & beverage minimum for your guest count/date you prefer.
• Cake cutting fees
• Floral fees (if used onsite vendor- and/or applicable)
• Linen and service ware fees (if used onsite vendor- and/or applicable)
• Beverage fees (this will be a decision dependent on your bar selections)
• Bartending fee (usually per bartender- and depends on your overall guest count)
• DJ/Band (if used onsite vendor- and/or applicable)
• Cost of setup and take down
• Ceremony fee (if having on site)
• Minimum rental fees
• Overtime fees
• Security fees
• Permit fees
• Staffing fees
• Valet or Parking fees
• Taxes for all services and rentals
• Any other services specific to the venue

Then be sure to ask about their payment structure. Ask these:

• How do they require payment? (Check, credit card (useful if you have a credit card with points or other perks), etc.)
• What is their payment structure? (Deposit to hold the date? Full payment by when? Etc.)

Even if a venue doesn’t check every box on your list, know that there is A LOT a planner can do to help you create a vision with a space that fits your guest count, style and overall budget. We know it can be daunting to find the perfect wedding venue so always reach out to us for support!!

If you’re navigating the venue search, our experienced wedding planners in Kansas City, Dallas, Chicago, and beyond are ready to help turn your vision into reality!

Contact The Simply Elegant Group to help you secure the perfect wedding venue to make your biggest dreams come to life!