The Big Picture: Location

When looking for a venue, consider the following things:

1. Number of Guests

   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 be cramming 120 people in a venue that only fits 100 comfortably.
   

2. Is There a 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.

   

   
   

3. What is Included?

   • Tables, chairs, linens, lighting, and a PA system are the first considerations. If these aren't available through your venue, consider the cost of rentals before making a decision.

   • 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?

   • Is catering, bartending, floral, or DJ services included?

   • Do they have staff who will help with set up and tear down?

   • What does the rental window 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 at minimum 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?
     

4. What Vendors are Required?

   • 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? (Heh.) 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?