There are three things that every wedding has in common – a couple, a wedding date, and a location. You’ve got your partner, and you may or may not have a date picked yet, which leaves the last essential item – where to get married. Choosing a wedding venue is one of the biggest decisions you’ll make when planning your wedding. It sets the tone for your celebration and is the backdrop to some of the most meaningful memories you’ll create. Whether you’re dreaming of a scenic outdoor ceremony, an intimate indoor space, or a mix of both, this guide will help you understand how to choose a wedding venue that fits your vibe, vision, and budget.
How to Choose a Wedding Venue in 7 Steps
Step 1: Narrow Down Your Wedding Venue Location
The first step to selecting a wedding venue is deciding where your wedding will take place. Are you staying local or are you planning a destination wedding? Once you’ve decided on a country, state, or city, you’ll be able to start narrowing down your wedding venue options.
A few things to consider when choosing a wedding venue location:
- Are you hosting out-of-town guests? If so, how close is the venue to the airport?
- Are there nearby accommodations available?
- How easy is the venue to access?
- Will your wedding day be taking place at multiple locations? If so, how far away are they from each other?
While you don’t have to make all these decisions right away, keeping them in mind when exploring venue options can help you make a decision that aligns with the type of day you want and the guest experience you provide.
Step 2: Decide Your Wedding Theme or Style
This is where you get to dream a bit with your partner. What do you want your wedding day to look and feel like? Do you want a moody forest wedding or an upscale garden wedding? Does your wedding style lean more romantic, modern, edgy, or rustic? Your wedding venue will play a large part in your overall wedding vibe, so having a clear idea of your wedding theme or style can help narrow down the choices for your wedding venue.
Step 3: Create Your Guest List
Choosing a wedding venue that matches your style is important, but you also want to make sure that the venue you choose can comfortably accommodate your guests.
A wedding venue that’s too large will result in the space feeling empty or overwhelming. But, a wedding venue that’s too small will result in your guests not being able to move around comfortably or dance and mingle freely.
You don’t have to have your guest list nailed down completely, but having a general idea of how many guests you plan to invite will help as you begin to search for venues. Once you have a number in mind look for venues that can tailor their layout for intimate gatherings or accommodate your entire group.
Step 4: Consider Your Budget
A venue is one of the biggest expenses you will have when planning your wedding. In fact, The Knot estimates that it is the biggest expense for most couples, taking up 37% of their overall wedding budget. Knowing this, it’s important to choose a wedding venue that fits your budget while still allowing you to have enough money to invest in other details.
*Pro Tip – When looking at wedding venue options, be sure to ask each venue what’s included in their fee. Some venues include tables, chairs, and linens, while others offer those items at an additional cost. You don’t want to book a venue, only to find you are over budget because you were not aware of additional fees associated with the booking.
Step 5: Research a Few Options
Once you’ve decided on a general location, wedding style, guest list, and budget, it’s time to start researching your options.
Make a list of venues that meet your needs then browse through photos, videos, and online reviews to get an idea of what each venue offers.
Step 6: Schedule Site Visits
This is arguably one of the most fun steps of how to choose a wedding venue. Visiting each potential venue in person allows you to get a better idea of what your wedding at that venue might look like. During the visit you’ll get a chance to see how the space feels and flows and tour the different spaces you plan to utilize (ie – getting-ready space, ceremony location, reception venue, outdoor spaces, etc).
It’s also a great opportunity to learn more about the venue and ask any questions you may have. Here are a few questions you may want to ask during your wedding venue tour.
Questions to Ask
- Will there be any other events taking place here on the same day as ours? Some venues rent out their space to more than one couple so if privacy is important to you, be sure to clarify the venue’s policy.
- What is included in the reservation? Some venues charge additional fees for the use of tables, chairs, linens, etc.
- What is the parking and restroom situation? This is especially important if your wedding venue is in a more remote, natural location.
- What are the venue rules and restrictions? Some venues have noise ordinances, decoration limits, or alcohol policies.
- Can we bring in our own vendors, or do we need to use vendors from a venue-approved list? Some venues only allow weddings that use vendors from their preferred list which can limit the options and freedom you have to design your day.
*Pro Tip – Visit a handful of venues before making a decision. Even if you love a particular venue and know it’s the one you want to book, it can be helpful to tour other spaces and get an idea of what they have to offer. It can also help you ask better questions and go into your booking with more confidence about your decision.
Step 7: Book Your Venue
Once you’ve toured a few venues and made a decision, it’s time to book your ideal wedding venue. Wedding venues (especially popular ones) tend to book out far in advance and often book up even more quickly during peak wedding seasons. Once you’ve found your venue, lock it in as soon as possible.
4 Tips for How to Pick Your Wedding Venue
Start Planning Early
As I mentioned earlier, wedding venues can book out quickly. When choosing a wedding venue, I recommend looking into options at least 12-18 months in advance (earlier for popular wedding destinations). The last thing you want is to find yourself scrambling at the last minute to try to find a venue for your wedding. Booking at least a year in advance will ensure you have the best chance of securing your dream venue on your preferred wedding date. Once your wedding venue is booked, you’ll be able to rest easy and continue checking items off your wedding planning to-do list knowing this decision has already been made.
Be Flexible
It can be disappointing to learn your ideal venue isn’t available on your date. If you find yourself in this situation, there are a couple of options you can consider such as:
- Moving your wedding date
- Having a split-location day (ie – getting ready and holding your ceremony at your preferred venue then choosing another location for your reception)
Have a List of Backup Options
In the event your first wedding venue choice isn’t available for your date, it is good to have a few alternative options to choose from. As you research and tour different venues, keep a list of two or three backup options you can reach out to if needed.
Hire a Wedding Planner
One of my biggest tips when it comes to how to choose a wedding venue is to hire a wedding planner! While some venues offer in-house coordinators, their role is often limited to managing the venue itself rather than coordinating your wedding day. A wedding planner can help with all the details, ensuring your day runs smoothly from start to finish. Plus, a local wedding planner will often have experience with the wedding venues in the area and can help provide recommendations and suggestions based on what you are looking for.
3 Things to Look For When Picking a Wedding Venue
A Good Getting Ready Space
If you plan to get ready onsite at your wedding venue, a good getting-ready space is a nice addition to have. If getting ready with a few loved ones (ie – family, friends, wedding party, etc) is important to you, then consider if the getting ready space can accommodate your group. You’ll also want to consider the room’s lighting as well. Having good lighting in your getting-ready space is not only great for photos, but is also very helpful for hair and makeup.
Catering Space and Setup
If you plan to use a caterer or offsite food vendor, consider the kitchen or setup space needed. Is it large enough? How close is it to the dining area? Is there a good parking setup for food truck vendors? Your planner or caterer will be able to help you know what to look for in a venue based on your needs, but this is one important detail you’ll definitely need to plan for.
All-in-One vs Multiple Locations
When choosing your wedding venue, decide if you’d prefer an all-in-one location or if you’re okay with moving between multiple spots throughout the day.
- All-in-One Venues: Having an all-in-one venue can make for a convenient wedding day, with spaces for your ceremony, reception, and even getting ready all in one place. This setup minimizes travel time and keeps your day running smoothly.
- Multiple Locations: If your dream venue doesn’t offer everything in one spot, that’s okay too! You can plan for a different location for photos, or even consider a nearby park or scenic area if the venue doesn’t have much greenery. Just keep travel time in mind when planning your wedding day timeline.
Choosing your wedding venue is a big decision, and one that can feel overwhelming. But, the good news is it doesn’t have to be that way. By narrowing down your location, considering your budget, asking the right questions, and getting an early start you’ll be well on your way to finding the perfect space for your wedding celebration.