Choosing a location
Choosing a location determines so many aspects of your wedding. The cost, the food, and the overall vibe, just to start. Here are some things to consider when choosing a venue:
Number of Guests
Listen, I know I JUST told you this, but I am going to reiterate it: industry standard is that 20% will decline, however it is not unheard of for weddings to have a 100% attendance rate. When looking at venues, assume your entire wedding guest list will attend. The last thing you want is to cram 120 people in a venue that only fits 100 comfortably.
Rain Plan
If you live somewhere where it rains, and you’re looking at an outdoor venue, assume it will rain. Maybe it won’t! But I’ve done winter weddings where it was crystal clear in January, and August weddings that came with thunder storms and flooding.
If you are in the PNW: seriously, assume it will rain for at least part of the day and have a plan in place.
(Or, better yet, get married in the off-season when it will most certainly rain and get an indoor venue! Seriously, BREAK YOUR CHAINS TO THE SUMMER WEDDING INDUSTRIAL COMPLEX.)
Anyways.
What is Included
Tables, chairs, linens, lighting, and a PA system are the first considerations. If these aren't included, you will have to rent them or source from other vendors. Which is fine! But will absolutely play into the total cost of the space.
If rentals aren’t included, do they coordinate rentals, or do you? Do rentals need to be delivered and picked up during your rental window?
Are there facilities for catering to set up? Is there a kitchen? Hand washing sink?
Is catering, bartending, floral, or DJ services included? What do those costs look like?
Do they have staff who will help with set up and tear down?
What does the total venue rental time look like? Does this allow for enough time for set up and tear down? When you’re deciding your venue, you likely won’t have a firm timeline for the day yet. Assume that you will need at least 2 hours before the event starts to set up, and at least 1 hour after the event ends to clean up. Furthermore, if you yourself are planning on doing the set up, remember that you will need to complete the set up of the venue before you can start getting ready yourself for the event. Check out these sample timelines to give you an idea of what a good rental window may look like.
Are there garbage facilities on site or will you be responsible for the removal of all waste?
What vendors are required to be utilized? It is very common for venues to have a list of “preferred” vendors for catering, bartending, lighting, and other types of services. Sometimes this makes a lot of sense, especially for venues with complicated logistical set ups – they want vendors who are familiar with their facilities and reliably do a good job. The downside of required vendors is that it limits your flexibility in finding vendors that are in your price range or who fit your needs.
Could these vendors meet your requirements? If you need meals that fit very strict requirements - halal, gluten free, etc. - or you want a very specific type of meal, would they be able to cater to your needs? If the vendors can’t meet your requirements, would your venue allow for you to utilize a non-preferred vendor?
Are these vendors in your budget? If the venue is only $1k, but the required vendors means your catering budget is through the roof, it might negate the “affordable” venue.
If the vendor requires a certain bartending service, how much will that service cost? Can the service do beer and wine only? What about a cash bar?
I know there is a lot to consider when deciding on your day, but because your venue touches nearly every aspect of your wedding, it is important to flush out the full cost of each venue scenario.