Steps to Successfully Find Your Wedding Venue

Should I have my wedding in Greece? Should I have my wedding in a hotel ballroom? Should I have my wedding in my backyard? There are so many options when deciding on your wedding location and venue to create the perfect event that aligns with your vision. How do you choose? I am going to share with you some tips on finding your wedding venue, whether you decide to hire a professional planner or go the DIY route.

Over the years, I have seen couples choose their wedding venue for many different reasons. Perhaps their parents were married at the same wedding venue, or they have driven by the venue for years and have always wanted to hold their wedding there, or maybe it is their favorite place to vacation. Your wedding location and venue are really big decisions, choices that can shape your wedding.

The first step to determining your location and venue is to narrow it down your choose to different locations. I recently had a couple who wanted a European wedding with a Mediterranean feel.  They had 3 countries in mind, Italy, Southern France and Greece. With Italy being their 1st choice. 

Once we had the locations narrowed down we started looking at venues in those areas. As we looked at the venues we asked the following 10 questions and completed our venue checklist to ensure the venue was right for the client. Also, to ensure we did not have any surprises before the wedding. 

1st - What is the price to rent the venue? And what does the price include?  You do not want to be venue poor.  What I mean by this is if you spend too much of your budget on the venue you may have to compromise on other items such as decor, invitations, and music.  Unless you want to compromise on these other items make sure your venue is reasonable for your budget. Our rule of thumb is your venue and your food should be about 35 - 40% of your budget.  While this is a rule of thumb, my team looks at things that do affect this number, such as: what does the venue include in their basic price.



2nd - Will you need to rent the basics, or does the venue include them in the cost? Does your venue include chairs, tables, and linens? If they do include these items, what kind and color of chairs and tables do they offer, and what color linens? Do these items work with the aesthetics of your wedding? If not, what will it cost you to rent these items?

3rd - How many guests can the venue fit? This question should be looked at in several ways. If you are looking at a space that can accommodate 100 people and you are planning to invite 150 people, you might want to reconsider the venue or adjust your guest count. On the flip side, if you are looking at a venue that holds 100 people and you are planning on 20 guests, what will the set-up be? Will the space feel empty? Is there a way to make the space feel intimate within your budget?

4th - What hours does your contract include at the venue for your wedding? You will want to have a clear vision and understanding of what hours the venue is available for your event. This question should include how many hours you have for set-up, the wedding, teardown, and any additional time needed for incorporating your wedding theme. Once you know this, you need to determine if the hours allocated will work for you. You will also want to communicate this to your vendors to ensure they can work within the allotted hours. Many times, if you need more time at the venue for set-up or teardown, there is either an hourly charge for any extra hours or a daily fee.



5th - Are there additional fees?  I often hear clients talk about hidden fees. Extra fees can feel hidden to a client. One thing to understand is what a venue puts in the contract is what you are getting. For instance, if they do not list a speaker and microphone for the ceremony as included in the package then they are going to charge a fee for these items or you will need to rent them. Understanding ahead of time what your needs are and the total cost, can save you a lot of stress and money later on. 

6th - What rules does the venue have in place?  These can include what outside vendors you can use and what types of decor can and can not be used.  Make sure you understand the rules so you do not get caught with increased cost because you are not able to use your vendors or you include something on your wedding day that costs you more money.   An example is, if you are not allowed to have glitter or confetti and you have decided with your DJ to do a confetti cannon you might get hit with a cleaning fee.  If that confetti is important to you, you might need to consider a different venue. 

7th - Does the venue require you to use a preferred vendor list? If yes, what are the approximate costs of these vendors? If the list includes all the most expensive vendors in the area you need to take that into consideration.  As this will increase the cost of your wedding. 

8th - What are travel costs like for your guests?  If most of your guests live in the United States and you are planning to hold your wedding in Italy, what is the cost for your guests to travel? How many do you believe will attend the event, which will affect your guest count. If most of your guests can afford a mid-tier hotel and your venue is at a 5 star luxury venue you will want to determine if the venue is the right fit for you.

9th - Does the venue fit with your overall theme, vision, and aesthetics? A question that gets overlooked is, does the venue work with the aesthetics of your wedding. For example: does the coloring of the venue go with the colors you want to use for your celebration? Will you be able to transform the venue into your own unique look and feel? And will that transformation fit into the budget? 

10th - Ten years from now will you look back and still love the venue?  When planning a wedding just like in a marriage compromises have to be made. However you do not want to select a venue that years later you will regret. Make sure you pick a venue that feels right to you. One you will love for years to come. 

By asking all of these questions you will be able to find the venue that you love as well as one that works in your budget. Then you will be able to find your dream wedding location. Based on budget, look and feel, my client who thought they wanted their wedding in Italy is now doing a beautiful wedding within a comfortable budget range in Greece.