Looking for a wedding venue? Here’s what to keep in mind

Protect yourself from disappointment

Please, I beg you, don’t go visit a wedding venue that’s out of your budget; it just risks setting you up for disappointment and heartbreak. I always suggest having a rough idea of the venue cost before you visit, so you can see whether it’s an option that can realistically work within your wedding budget.

Guest Numbers – Start Low, Scale Up

You’re about to book your wedding venue, it’s exciting, I get it, but make sure you review your contract closely. When setting your guest numbers, always request the venue’s required minimum rather than your full estimated guest list. Realistically, you will always have some drop-outs in the lead-up to the wedding, so you will have fewer guests than your initial guest count. Venues will happily let you add guests closer to the date, but rarely will let you reduce your guest count once signed. Starting low ensures you never pay for empty seats.

Outdoor Ceremonies – Love your PlanB

It is easy to be seduced by a stunning outdoor wedding venue, but you must ask yourself: “Would I be happy getting married in the backup room?” Weather anxiety is real. To avoid checking the forecast obsessively, ensure the indoor backup feels like a solid second choice, not a disappointing compromise.
🥂 Also, ask yourself: do you like where the indoor reception and photos would take place if it’s raining heavily?

Maximum room capacities

Not every venue, but some wedding venues will stretch their capacities to the max to secure more inquiries, but just because guests fit doesn’t mean they will be comfortable.

For the ceremony – What does a maximum room capacity for a ceremony actually mean? Does it include all of your suppliers and the celebrant? Will it be super squished, or will there be some space? Asking for photos of the room at maximum capacity is always a good idea.
For the meal – Max capacity often means crowded tables and tight service paths. It also limits your styling options. For example, a standard 6ft table technically seats 12, but if you want charger plates or elaborate decor, you can only fit 10 comfortably. If you book to the limit, be prepared to sacrifice table space.

Access Times and Getting Ready Suites

Always clarify what time you can access the wedding venue and the getting-ready suite. If you’re a DIY bride, bringing all of your own decor and wanting to set up the night before, a tight set-up time on the day of the wedding likely won’t work for you. If, on the flip side, you’re bringing in a coordinator and have a team of decorators and florists, same-day access is more likely to work for you. Always make sure you have a clear understanding of when you and your suppliers will get access to the venue.

What time do you get access to the getting-ready suite? Does the access time mean you will need a bigger hair and makeup team?

If you don’t ask, you won’t get

Perhaps you know you absolutely want a cocktail hour at your wedding, or you know you want an alcoholic favour with your favourite spirit (some venues charge for this!). Firstly, find out what the costs of these things are, and if you feel like you’re in a position to negotiate — perhaps it’s a last-minute booking, or you have a high guest count — ask if there’s anything they can do about the price. Perhaps you can ask about a discount on cocktails if you order a certain quantity down the line, or request permission in advance for alcoholic favours as part of the booking process. The venue is more likely to agree at the time of booking than further down the line.

Supplier Restrictions?

Are there any suppliers you are restricted to? Any you have to use? Depending on what the restrictions are, are they a dealbreaker for you? Or, if I wanted to work with a supplier not on your list, is there a fee that I need to keep in mind?

Final thought on this, one supplier type that is often restricted is external food trucks for the evening. If this is something that’s important to you, make sure to ask about it in advance.

The Party

Are there any sound restrictions at your wedding venue you should be aware of? If you want to have Dhol drummers or a lion dance at your wedding, are there any restrictions you should be aware of? Also, what time is the evening licence until? How much of a dealbreaker is an earlier finish for you?

The wedding planning shouldn’t be stressful; it should be fun and exciting, so I help these tips help!

If you want to chat more about wedding planning tips, perhaps you're even looking for a wedding planner, or maybe you’d like a wedding coordinator to fully take the stress away, please drop me a message. I’d love to chat!

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Big Hugs,

Lucy xx