Finding a wedding venue is one of the most important steps to wedding planning, and sometimes, it can get a little overwhelming. It’s easy to get lost in all the different aspects of what you want and need, so we’ve created a checklist to help you stay organised while searching for the perfect location or venue.
Before Interviewing and Visiting Wedding Venues
- Compile a wedding guest list to determine the number of guests you plan to invite to your wedding, even if this is a rough estimate of how many friends and family members you would like to invite you will then know if you are looking at an intimate wedding with around 60 guests or a large wedding with 250 or more guests.
- Choose a few dates as options for your wedding day, if you don’t have your heart set on a particular then have a selection of dates means that you maybe able to book your preferred suppliers.
- Envision the type of wedding you would like to have, from the theme to the size to whether you want everything indoors or outdoors, or a combination of both.
- Set a realistic wedding budget. There is no pointing viewing venues which in your heart you know will be out of your budget, this also means when discussing dates you could also consider perhaps a Friday or mid-week date if the venue offers a discount.
- Make a list of non-negotiable’s. Prioritise them according to importance, whether it be the budget, theme, wedding date, size or location of your wedding venue.
- There is a possibility that the venue may not be available on your first date of choice. Have a few wedding dates in mind so that you can check the venue’s availability for different days.
- If your wedding location requires that your bridal party and wedding guests stay overnight, then make sure to also confirm the availability of suitable accommodations, either at the location of the venue or nearby.
Venue Capacity and Size
- It’s important that the wedding venue is able to comfortably accommodate all of your wedding guests. You should refer to your guest list when considering the size of the venue.
- You need to make sure that your venue’s pricing and capacity will suit your wedding budget and your guest list size.
Venue Location Convenience
- The location of your wedding venue is important. You need to consider how easily your venue can be found by your guests and the distance your guests will have to travel to reach your venue.
- Keep in mind the day and time that your guests will be travelling to and from your wedding. What will the traffic be like? Will there be any major sporting events taking place?
Venue Theme and Style
- You need to make sure that all the elements of your venue resonates with your wedding style and theme, whether it is modern, rustic, classic, or inspired by the venue’s location (beach, farm, city, and so forth)
- It’s more cost effective to find a venue that already reflects the look and feel of your wedding theme.
- If you plan to have an outdoor wedding, be sure to have an indoor venue option as a backup in case the weather turns.
Venue Décor, Sound and Lighting
- If the wedding venue offers décor, sound and lighting on-site, ask what charges may be applied. You should also ask if you have the option of bringing in your own suppliers.
Venue Accommodation Pricing, Availability and Capacity for Guests
- When you offer your guests the option of staying over at the location of the venue or nearby, you need to confirm that there are enough number of rooms to match your guest list. Also, make sure that the pricing not only fits your budget, but also the budget for your guests as well.
On-site Venue Services and Facilities
- A venue that provides better on-site services and facilities can make things easier on the wedding day. Experienced wait staff, accessible parking facilities, roomy dressing rooms, and conveniently located set-up and breakdown areas are some of the bonuses that can help your wedding day run smoothly!
Venue Payment Policy and Liability Insurance
- Always ask what is included and what is excluded in the cost of each service.
- Always ask about the venue’s payment, cancellation and refund policy.
- Always ask about the liability insurance. You want to be covered in case anything goes wrong.
- If the venue does not have the liability insurance, then you will need to cover the cost of insuring the venue for the duration that you will be using it.
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