Booking Your Venue

A warm congratulations to you and your significant other! Now that you’re engaged or have decided to renew your vows, one of the first essentials is to decide on a venue. Here are a few things to consider:

What is your style? You may know the styles you like or just those that you don’t like. That will help sort and narrow down all the venues to a manageable list.

  • European-inspired – hand-carved details, gold-rimmed mirrors, light-toned furniture, garden
  • Rustic – wooden beams, brick, earthy tones, moodier
  • Farmhouse – bright, large windows, natural light, white
  • Garden – lush greenery, organic look
  • Classic, traditional – dim, elegant, chandeliers
  • Modern – innovative architecture, clean lines
  • Vintage – antique, patterned upholstery, old-time charm

Do you want an outdoor or indoor space? The majority prefer having outdoor events if the weather permits, but the unpredictability of that may be nerve-wracking. There always needs to be a plan B built contingent upon the weather of the event day. Therefore, make sure you can envision what both outdoor and indoor spaces would look like before you make your decision.

With having intimate events, you’re not limited to small venues. All spaces can be designed to fit the guest count you’re planning for. With bigger venues, it’s important to consider what day of the week you’d like to have your event and cost. Saturdays book up very quickly during the fall and spring and usually have higher rental rates than other days of the week. Fridays or Sundays are wonderful alternatives!

There are many directions and unique designs in a given space. Make sure you visit the venue in person, and start with a space, with its natural design and without any decor, that you’re mesmerized with. This is a good way to set the tone for what’s to come!

Things to Consider

Venue

  • Are there any required vendors that we need to book through the venue? *Note: Some prefer choosing their own vendors that fit their budget.
  • All-inclusive packages help streamline the planning process. Some venues offer packages that may have the following vendors:
    • Rentals – linens, decor, florals
    • Tables/chairs
    • Basic decor
    • In-house catering/bar
    • Cake
  • Parking options (street parking, valet, parking lot) *Will you or your guests cover valet parking costs?
  • Need to love indoor space for alternative weather plan even if envisioning outdoor ceremony
  • If your ceremony and reception are at different venues, think about transportation for you and your guests – may need to hire shuttle service
  • How many people can your venue accommodate? Make sure the space can fit your guest count – seated.

Church

  • Are there specific times that the ceremony has to be held? (Some churches only allow 11 AM/12 PM ceremonies, which will leave a gap between ceremony and reception.)
  • Are there required music/musicians or are we able to bring in our own musicians? 
  • Is there a designated area for guest parking? Where can they park if the parking lot is full?
  • Access (start to end time) of the sanctuary/chapel
  • Are there rooms that can be used for changing, hair and makeup etc.?
  • Are there specific guidelines that we need to be mindful of?

Questions to Ask

Availability & Terms

  1. What dates are available in the months I’m considering?
  2. What is the capacity for the space(s)?
  3. What is the rental fee and what is included with that price? Are any décor items included?
  4. How many hours does the fee include? Is there any overtime fee?
  5. How many hours of set up is included?
  6. What is the payment schedule?
  7. What is the postponement / cancellation policy?
  8. When is the last possible date to make changes to our reservation?
  9. Is there a weather contingency for outdoor space?
  10. Who is our contact throughout the planning process?
  11. Are there accommodations on-site for guests? Can we book a room block?
  12. Are there any restrictions on noise or light?      
  13. Does the venue allow for open flame?

Food & Beverage

  1. Do you have an in-house caterer or a list of preferred caterers? Do I have the option to use an outside caterer? Is there a kitchen they can use?
  2. Is there a food & beverage minimum? What is tax & service charge?
  3. Is a menu tasting included with our booking?
  4. Can I bring in a cake from an outside baker? Is there a cake-cutting fee?
  5. What are your beverage packages? Can we bring in our own alcohol?

Vendors

  1. Does the venue accommodate a DJ or Live Band?
  2. What time can vendors start setting up on the day of the wedding?
  3. Is there a sound system or microphone for speeches?
  4. Any restrictions on vendors?
  5. Do they have a preferred vendor list, or vendor recommendations?

*Please remember, your venue only sees your vendors execute day-of, they don’t know what their planning process is like so take it with a grain of salt, but it’s a great starting place to look for other vendors.

  1. Are vendors required to provide proof of insurance?
  2. Do they have a vendor policy that we need to share with our vendors?

Transportation

  1. Is there parking on-site and if so, is it complimentary? Where can guests park?
  2. Is there anything to note about group transportation?