From Vision to “I Do”: How to Choose the Right Wedding Venue for You

You’ve pictured it for as long as you can remember—walking down the aisle, surrounded by more than a hundred of your closest family and friends, ready to say “I do” to the love of your life.  Over the years, your vision may have evolved, but one thing hasn’t changed: you deserve nothing less than your perfect day.

With thousands of venues out there, how do you find the one that’s truly yours?

1. Start off by asking yourself and your fiancé the following questions:

• Do you want a formal ballroom, rustic barn, beach, garden, or modern loft?
• Do you want an indoor or outdoor ceremony?  Indoor or outdoor reception?  Or a mix?
• Large celebration or an intimate gathering.  

Tip:  Your venue should reflect your style as a couple.

2. Comes the scary word budget.  You need to set your budget early.  Venue costs can eat up a big portion of your budget.  Consider:

• Rental fees
• What’s included (tables, chairs, staff, etc.)
• Additional Costs (permits, tables, chairs, overtime, parking, food, beverage, turnover of room).  

Caution: a cheaper venue may cost you more if you are just paying for the space and nothing else is included.

3. Estimate Guest Count

Your venue must accommodate your guest list comfortably.  

• Too small = cramped
• Too big = impersonal and potentially more expensive
• Rule of thumb: on average you can anticipate 80% of your guest list will RSVP YES
• Give parents a limit on non-family they can invite and provide you with family members that you may not think of.  Sometimes, if you come from a large family due to budget, you may want to limit family to parents immediate relatives (aunts/uncles/grandparents) vs the grandparents immediate family.

Tip:  Don’t book before knowing your rough headcount.

4. Consider the Location and Accessibility

Think about:

• Proximity to hotels, Airbnb’s and other guest housing and airports
• Parking availability for the venue
• Transportation options for guests

Tip:  Destination weddings need more logistics (i.e. travel help, permits, and passports)

5. Check Availability and Flexibility

Popular venues book up 12-18 months in advance, especially for weekends and prime

wedding seasons of spring and fall.  You may ask if they have flexibility to do weekdays.  

Due to staffing, especially for private venues vs. hotels, this may not be an option due to 

staffing for the event.

6. What’s Included?

Ask about:

• Tables, chairs, linens
• Set up and break down
• On-site coordinator (Special Note:  A venue Coordinator is different from the Event Coordinator.  A venue coordinator takes care of anything venue related.  An event coordinator takes care of anything event related.  If the Venue doesn’t have an Event Coordinator on-site, they may offer recommendations from previous coordinators they’ve worked with in the past.)
• Back up options for weather (for outdoor venues)

Tip:  All-inclusive  venues simplify planning, but may limit customization.

7. Do they offer onsite housing/get ready rooms

• Some venues provide weekend packages with accommodations, allowing you to stay on-site and keep everything in one convenient location. This can make your celebration feel more relaxed, giving you extra time to enjoy the day (or the whole weekend) without feeling rushed.
• Check if there’s a dedicated space for the wedding party to get ready, relax, and spend time together before the ceremony.

8. Review Restrictions:

Some venues have:

• Time restrictions on when you have the venue
• Noise curfews
• Décor or candle restrictions
• Preferred Vendor lists and vendor agreements that must be signed by all vendors.
• Alcohol or food rules

Tip:  Always read the contract carefully before signing and keep a copy that is easy access so you can refer to it as you plan.

9. Do a walkthrough.

Pictures and online tours are helpful, but visiting in person gives the clearest picture.  Look for:

• Flow of the space
• Cleanliness and upkeep
• Lighting and acoustics
• For Rustic venues—Are they climate controlled? If not, find out what they do if it’s cold or hot outside?

10.  Trust Your Gut!

If the place feels right, aligns with your priorities, and checks the major boxes, go for it!

Planner | @ebeweddings | Events by Emily
Venue | @shamrockranch | The Shamrock Ranch
Photo | @adelynnreesephotography | Adelynn Reese Photography
Dress | @bridalbyshl | Bridal by SHL
Suit | @nigroskc| Nigro’s Western Store No.1, Inc. – The Original
Jewelry | @arsilversmithingco
Bride’s Hat | @cosmic.cowgirls | Cosmic Cowgirls
Leather Work | @diamond3leatheranddesigns
Hair / Makeup | @weddinghairbysher