Details To Consider When Shopping For Your Wedding Venue

Photographer: Tiffany Wayne

Choosing your wedding venue is an exciting first step in the wedding planning process. Although it’s easy to get swept up in the excitement of venue shopping, it’s essential to keep in mind a few key factors when choosing a venue that will ensure your wedding runs smoothly. 

Photographer: Amber J Photography

For When Your Vendors and Guests Arrive

Let’s start from the beginning; when the big day finally arrives, it’s essential to make sure that a plan for transportation and parking is in place. When looking at venues, a pivotal question is whether or not the space has ample parking for guests. It is also important to note if the venue requires shuttles to and from the venue for guests and what that extra cost might look like for you. 

Looking ahead to set up and prep, it’s essential to keep your caterer in mind when discussing how much space the venue offers for your caterer to prepare and set up. It’s vital to discuss with the venue what kitchen equipment catering has access to and if there is an additional fee to use it. Depending on your reception needs, be sure to establish whether or not the venue offers a kitchen on site or if the caterer will need to provide their own cook tent or kitchen equipment. Have a conversation with your caterer before booking a venue to determine what needs to occur for your catering to succeed. 

The Ceremony

When planning your ceremony, you must know your venue options when shopping. Discuss with the owner of the venue whether there are options for indoor and outdoor ceremonies. It’s imperative to ensure the venue has a weather-permitting backup plan if they offer an outdoor ceremony space. 

When venue shopping, have a rough idea of what you would like your wedding timeline to look like. It’s not uncommon for venues to have a set time when the ceremony needs to take place. Ensure you’re on the same page with the venue about the ceremony start time and that it aligns with the time of day you would like to have your ceremony. 

Don’t forget to discuss with the venue if chairs are provided for the ceremony and how many are available for use. This will give you a better indication of whether rentals are a potential cost you will have to factor in from an outside vendor.

Cocktail Hour

The cocktail hour is your first chance to celebrate being married, so make sure that the venue can accommodate all of your needs regarding this exciting part of your wedding day. 

When discussing cocktail hour details with your venue, determine if the venue offers ample space to build a cocktail hour and any additional bar set up, cocktail tables, food stations, tables for place cards, and gifts. 

 Photographer: Anderson Photography

Dinner

During dinner, it’s almost guaranteed that you and your guests will be moving around a lot. When venue shopping, ensure enough space for guests to be seated comfortably and for dinner to be served. There’s nothing worse than a venue that feels too cramped. 

Before you book a venue, be sure to have an idea of what type of dinner service you would like to serve during your reception. Certain types of service often require additional space, such as dinner stations and buffets, which tend to take up more space. If the reception space is a bit tighter, we encourage you to serve a plated meal instead; that way, fewer tables are needed, and guests won’t have to move around as much.

Photographer: Hitlin Photo

Dancing

Once dinner has ended, your guests will be eager to hit the dance floor. However, the fun can’t happen without a proper setup for your DJ or band! Ensure that your venue provides vendors with adequate electricity and equipment for the music setup.

Lastly, finalize with your venue that there is adequate space on the dance floor for guests. Have a rough idea of the number of guests you would like to invite so that the dance floor can accommodate your guest count. Your caterer event team is a great resource to work with to ensure that this is taken care of. 

 Photographer: Anderson Photography

Other Questions To Keep In Mind When Choosing A Venue

• Does the venue require the client to have wedding insurance?

• Does the venue assist in set up?

• Does the venue provide a day of contact?

• How many tables and chairs are there to use?

• Are there bars available for use?

• Is there a hard end time for the reception?

• How much time is allotted post-event for caterer clean up?

Photographer Hitlin Photography