How to find the right wedding venue
Selecting the right venue for your wedding is more than just putting down a deposit on a pretty backdrop. Finding your wedding venue can be one of the most daunting tasks when it comes to wedding planning. It’s usually the first step and can seem overwhelming if you don’t know where to begin.
Below are the most critical things to look for and ask when on the hunt for your venue.
The Hillside Estate | Denton, TX
GUEST SIZE
The most important first step to looking into wedding venues is checking if their capacity can fit your guest list. This magic number is something to keep in mind as you venue search, because maybe this is your number one venue but it means you need to sacrifice some of your extended cousins or college friends you no longer talk to.
When touring, ask about standing capacity verse sitting capacity. A space may be great for 100 people for cocktail hour, but can only host 75 with a seated dinner.
AVAILABILITY
Once you know that a venue can host a number you are comfortable inviting, you will need to see what dates they have available. In Austin our peak season is usually March-May and September-November. Weekdays Monday-Thursday are your cheapest rates, followed by Sunday, then Friday, then Saturday as the most popular and highest rate.
Think about holidays that may surround these dates and any potential events in town that may cause traffic or hotel shortages. (think ACL or SXSW)
COSTS & INCLUSIONS
What is the total cost INCLUDING service fees and tax.
What does this all include?
Arrival time?
Length of Event time?
What does it cost to add additional hours?
When does clean up need to be complete? (is this included in the total event time?)
Are there getting ready suites/ places to store your personal belongings?
Are tables, chairs, linens and bars included?
Are there any required vendors you must use?
If catering and or bar is a required vendor, are plates, flatware, glassware included?
Is there any furniture from the venue included?
Ask for any hidden costs or add ons available.
On the flip side, what are the restrictions with vendors and decorating? Maybe you really wanted your dogs in your ceremony and the space is not pet friendly. Or maybe you wanted a gorgeous ceiling install but nothing is allowed to be suspended from the ceiling.
Are there any minimums to meet? This is usually with food and beverage.
LOCATION
Is the location convenient for guests with accommodations nearby?
Is there plenty of parking or a drop off zone for a shuttle?
Are there ubers in the area?
SPACE
Think about the flow of the day as if you were a guest walking in.
Is there a separate space for ceremony and cocktail hour?
Does the ceremony space need flipped for the reception ?
Are there enough bathrooms?
Weather is very important to consider.
Is there a plan b?
Can a tent be installed. Note that tents range from 2k-10k depending on the size and style.
Are there fans or misters for the warmer months?
Are there heaters for the colder months?
If catering is brought in, is there a prep kitchen for them to utilize or on site cooking allowed? (This could be a factor with adding on additional rentals depending on the style of service preferred).
POLICIES
Understand the contract and the deposit / postponment/ cancellation policy.
Most will encourage or require you to purchase event insurance to protect yourself in the case of an emergency. (This can be done on Wedsafe, Event Helper, or Wedsure)
ADDITIONAL QUESTIONS
Is BYOB alcohol allowed?
Is 1 event held per day?
Can things be dropped off early/ picked up late if there are no other surrounding events?
When and where to rehearsals take place? (Usually this is not guaranteed until 30 days out with events pending)
Is there a noise ordinance at the venue?
We always recommend a pros and cons list as well as a detailed budget breakdown for everything that you may need to rent / buy for each venue.
Some venues may seem more expensive, but also all inclusive. This could be a great way to end up saving money as it can add up quickly bringing it all in yourself. This also could be a con as it could be limiting from you thinking outside the box and bringing in your own decor and vendors.
You need a location and a date to start your other inquiries, so once you have your venue locked in, the rest is smooth sailing.