If you haven't picked out the perfect place for your nuptuals, here is a quick guide to help you out!
Please note this line item could just LIST these factors all in one place—you don’t need to necessarily know the monetary value (yet). For now, a list will let you do a quick rundown and remember “Hey, this cheap venue is awesome but I need to provide transportation, all rentals, and use a restricted expensive caterer, while this other more expensive venue has a lot of items included—hence, the costs probably balance out.”
You can also use that draft budget of yours and create different versions of the budget for each venue you’re considering. There you can get more detailed and add in actual venue costs, rental costs, etc., for each venue. This will give you a hard look at how different the venues really are and can help you make that final decision.
1. Can I afford this venue? (See what I did there? I mentioned budget again. ’Cause it’s important.) Don’t torture yourself and keep a $12,000 venue on your list when you can really only afford $4,000. It’s just going to break your soul and waste your time.
2. Is this venue available on the date (or month, or time of year) that I want? Some venues have online calendars, others you can email for rough availability. And I always recommend double-checking their availability at the site visit.
3. Does this venue’s capacity fit my estimated guest list? Like, really? Sometimes venues stretch what’s possible in order to make themselves more attractive to all couples. One way to discreetly figure this out is to ask at the site visit: “What number of guests is most successful in this space?” Just because you can fit 150 people into a room, doesn’t mean you should.
4. Does this venue’s layout/available space fit my needs? For example, if you’re doing ceremony, cocktails, and reception all in one venue, does it have three separate spaces for all of those events? If not, do they recommend a “flip?” The typical “flip” is changing the ceremony space into the reception space during cocktail hour, when guests are in another area. Flips are a great way to make a venue work for you. However, make sure they are done at the venue often, and ask how they are done: where are the reception tables and decor stored? Will it require renting pipe and drape (a faux fabric wall to hide these items from guests)? Does it require a space that is weather dependent (such as an outdoor space)? This is where you can recognize potential hidden costs and hidden issues. It’s also important to talk through the flow of the ceremony if you’re having one there. Where is the couple kept prior to processional? Are there multiple places if they don’t want to see each other beforehand? Where do people process from? Is there a typical ceremony layout or “altar?”
5. Consider location. Are you okay with needing to provide transportation for guests from a hotel to your remote venue? Does the centrally located venue allow for guests to get themselves there via walking or public transportation? If everyone is driving, is there ample parking (paid or unpaid)? Again, transportation can be a fairly big line item on your budget if you’re bussing or shuttling people to and fro.
6. Does this venue have any catering restrictions? Sometimes a venue makes you use one exclusive caterer (who is usually really expensive—and therefore means this venue pushes your budget too far). Other times you were dreaming of having your favorite Mexican restaurant cater your wedding, but this venue won’t allow non-traditional caterers—or they will, but at an additional cost.
7. And finally, does this venue fit your general vibe? This is a hard one to nail down, as it’s usually a gut feeling and completely depends on the type of wedding you’re hoping to have. If you’re looking for a casual BBQ wedding, a historic, marble-laden hall isn’t the best fit. Or a black tie barn wedding might not make those guests in stilettos and gowns very happy. I do recommend you stay open to possibilities until you do a site visit. I’ve had lots of clients think they want one thing, only to visit a venue and then switch gears altogether. This is also where you should consider decor. Is the venue naturally beautiful and impressive, so it doesn’t require additional lighting or pizzazz? Or is it a blank slate that will need uplighting to warm it up, and additional decor? Take a close look at those marketing photos the venue shows you online—often they have a TON of uplighting and draping to decorate the space. Make sure you’ve either made room in your budget for that, or that you prefer the space as-is.
Hope this help you!!!!!!!
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