Selecting the Perfect Venue?

With the excitement of engagement season simmering down, it is now time for couples to delve into the rigorous planning process. Some couples are certain of the vendors they’ll select to create their magical day, while other couples are a bit less confident. With the venue being the biggest piece of the planning-puzzle, it will undoubtedly be one of the first vendor decisions couples will want to narrow down. The task of selecting where the wedding should take place will approach quickly and it is typically one of the toughest decisions made during planning.   The venue should provide more than a space for entertainment, it should be capable of transforming into a vision. This post will help to eliminate some of the preliminary venue-selecting woes by offering ways to effectively avoid the unsuitable options, leaving couples with the perfect venue for their perfect day.

First up is the location. As a wedding planner and coordinator, I always stress the importance of the venue location to my clients. For the guests living in the same hometown, they will want the event to be easily located and low on mileage. If couples are expecting out-of-town guests, it is best to consider their transportation to and from the venue as well. If a couple selects a venue extremely far from the airport or hotel, it can cause guests to feel a bit exasperated with the travel time. Guests love convenience. Not all guests are willing to travel a great distance for an event,  so be sure to select a location that is mile-appropriate for all attendees. If selecting two locations, one for the ceremony and one for the reception, it can be advantageous to think of the distance between the two. At the conclusion of the ceremony, couples typically dedicate that time to photography, so the last thing that should cause a delay is the travel time.

Second is the size of the venue. Ever been to an event and thought “geez it’s cramped in here”? Well, that’s exactly what guests will think if the size of the venue isn’t considered. When determining an appropriate amount of space, think about the venue specs. Most venues will supply a general spec sheet that outlines the maximum number of people for several seating arrangements. Couples should decide on the style of reception they intend to host (banquet, cocktail, etc), and really consider the venue specs. If  the venue holds a maximum of 350 guests for a seated banquet style dinner, hosting an event of 275-300 should work out great!

Next, couples should consider what the venue offers other than space. There are various styles of venues and ultimately what the couple envisions will help narrow them down. Some couples prefer an open concept venue, allowing them to decorate the space freely. While other couples prefer to secure a venue that offers a number of amenities, such as tables, chairs, linens, etc. Opting for an inclusive venue will help cut down cost, which can be essential for couples planning on a budget.

Price. Price. Price. We can all agree that price is one of the main deciding factors when choosing a venue. While there are some couples a bit less concerned about cost, realistically speaking, most couples have a budget to adhere to.  When searching for a venue it is extremely important to refer to the wedding budget and plan based on those guidelines. The cost of the venue, food and beverage, and entertainment can diminish a budget quickly, so I suggest being particular and dead-set on where the money will go. Couples should be careful not to overpay for their venue, as it would cause them to “penny-pinch” with the remaining wedding essentials.  It is never a good idea to be too frugal either.  It is best to find a good midpoint that will allow proper execution of the remaining wedding tasks.  If you are hiring a wedding planner or coordinator, he or she will be able to properly assist with the best venue rates within the proposed budget.

Lastly, couples should make it a priority to visit any venue/location they may be interested in reserving. Although a number of venues have websites, it does not compare to viewing the space in person. If hiring a planner or coordinator, he or she will have a list of questions to ask the venue manager to be sure the venue is a good fit.