Choosing a Wedding Venue
So, you know you are getting married and now you have to figure it all out. No matter what your timeline, budget, theme, or guest-list, one of the first things you have to figure out is WHERE ARE YOU GOING TO GET MARRIED. This decision can be two-fold depending on if the ceremony and reception will be held at different locations.
However your BIG DAY is going down, take note of these tips for choosing a venue for your wedding day. For further information, feel free to contact us for a wedding consult.
CONSIDER THE THEME AND/OR COLOURS
Your wedding venue has the ability to compliment the theme, or better yet create the theme. From a grand ballroom for a princess’ fairytale, to a farmhouse on country land to capture a rustic feel, to an architecturally rich backdrop that will lend to a trendy and unique union – the venue can make or break the vision for the big day.
MOOD + ENVIRONMENT
This can be the same as the theme and/or inspired by your colours. Consider all of this, along with the time of year and day that the wedding will be taking place. This way you are not fighting the
natural elements.
BUDGET
For some, this might be where you start since there is such a huge spectrum in terms of how much it costs to rent a venue and host the entire event. That being said, expect that the cost for the venue(s) take up 35%-60% of the budget. Always remember that there are a number of variables that can influence how much you are willing to spend on a venue – what’s included, what you are willing to do yourself, what are the priorities.
CEREMONY AND/OR RECEPTION
One of the best suggestions, if and when it is possible, is to have both the ceremony and reception in the same place. Not only does this cut down on costs (transport, décor, time) it also eliminates a number of ‘lose ends’. Granted, if you are able to have a wedding planner you can completely eliminate any and all stress, even a day of attendant can cut down on the stresses associated with the BIG DAY, but for those of us who are not able to invest in this aid may want to try and cut down on the ‘things to be taken care of’.
Other than that:
- Consider how formal you want your wedding to be. Do you want a formal black tie event or did you want a casual ‘backyard’ wedding. Think about this when choosing venues that you want to go and see.
- Think about what time of the year the wedding will be
- Determine what your budget is going to be
WHAT IS INCLUDED?
This can be a major sway in terms of what venue you decide to go with. Sometimes the difference of $10 a head can translate into tangible shortcomings that end of up costing you in the end anyways.
- Check to see if there are any hidden costs: landing fees, AV hookups/limitations, tent service, back up location, ceremony fees, parking, and insurance.
- Be sure of what IS and what IS NOT included: rental fee, linens (and how many you can choose from), tables and chairs, use of venue for photos, cake cutting, corkage, set up, tea and dessert
- How much are vendor meals?
COMPARE, COMPARE, COMPARE
You cannot just look at one place. Even if you think you know exactly where you want to be married, and you’ve known this since you were 6 years old, we encourage you to look at, at least, 2 more venues. Ideally, looking at 4 to 6 venues (try to do it fairly close together, AND TAKE PICTURES/VIDEOS) is a great way to make sure you know why you love the place you are choosing. You would be surprised how much a venue can outshine or underwhelm from what is presented online. Go there, see it, and imagine your day there.
REPORT 90% OF YOUR GUESTS
You can’t go back, so it is best to undershoot by about 10% of your guest count. This way the estimate is the most accurate depiction of the numbers that will be showing up on the big day. Most venues do not need the final number until a few days before when they do the ordering for your party – your number going up, by even the whole 10%, should not throw the catering staff through any kind of a loop.
BOOZE + STAFF
These can at times go hand in hand. You need to make sure that your venue offers the booze, the permits, and the staff. Sometimes venues will not host a catering company and/or wait staff per se. This can add to the costs of hosting your wedding at a particular location.
Another major consideration in this department is the packages that the venue offers in terms of consumption versus an open bar. Consumption bars make sense when you do not have a big drinking crowd and you can ensure that there is transparency in the billing (a tip from hospitality insiders I share with clients). Open bar is great for events that have a drinking crowd, flexible budget, and a priority in the food and drinks department.
PETALS, CONFETTI AND CANDLES
Check and see what types of animate décor the venue will allow and if this will incur a cost. Most venues charge for the use of confetti and/or rice for send offs. Check with the venue to be sure, and be willing to create an alternative send off if the price tag is too high for its inclusion.
BRIDAL SUITE
Is there one? Where can you change away from guests, if there is such a place in the venue? Be sure to double check on the amenities that are going to be provided to, both, the guests and the wedding party.
ACCESS TIMES
Double check with coordinating staff what time you and you planning party will be able to gain access to the venue. This time will become even more crucial with the more DIY tasks you have taken on for the event (flowers, décor, placecards).
