Category Archives: contacting wedding venue

7 Things to Know BEFORE You Contact a Wedding Venue

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wedding venue with dramatic backlighting and candlesTime is of the essence when you’re searching for the right wedding venue for a lot of reasons. Obviously, you want to book the right wedding venue (before it’s reserved!). Choosing your wedding venue is also the first of a series of wedding planning decisions—and one that you don’t want to spend a lot of time on (after all, you have a lot more to do on your wedding planning checklist!).

To get started (and finished) with this important first step of wedding planning(without touring a million different venues), sit down with your fiancé and make these major decisions BEFORE you start browsing websites and sending social media messages.

Location

To be clear, you don’t have to nail down exact location and numbers (i.e. date, guest count, etc.), but you should have an idea of where you want to hold your big day (a general idea of a city or town). If you have already reserved a ceremony site, find a wedding reception venue nearby; your guests don’t want to have to make a several hour (or even hour) drive to get from your ceremony to reception.

Your style

Every part of your wedding should reflect who you are as a couple, including your wedding venue. Once you’ve decided on the area you want to have your wedding in, think about what style wedding venue screams you. If you want to have a vintage wedding, a wedding venue with historic details can be the perfect backdrop for your wedding décor. For a couple who loves the country, look for a rustic barn. Want an elegant wedding? Search for venues with the architectural details that’ll make an impression on your guests.

Date (or month)

Again, you don’t have to nail down an exact date, but it would be helpful to have an idea of the time of year or month of your wedding. If you have your heart set on a particular wedding venue, ask for a list of dates available during the time of year or month of your wedding. But if you’re completely clueless about a wedding date, use these tips to choose the date of your wedding day.

Approximate guest count

There’ll be time later to make an exact guest list later, but almost every wedding vendor is going to ask for an estimated guest count. Don’t tackle crafting your wedding guest list alone, instead use these guest list tips to avoid hurt feelings from your fiancé and family.

Budget

A wedding budget is like a marathon. You don’t want to run out of energy at the end. When it comes to your wedding, you don’t want to have to skimp on important details because you ran out of funds. Use this template to create a wedding budget that you can stick to—and that gives you the amount you can spend on a wedding venue.

Once you have that amount, make sure you don’t go over the amount you have specified for the wedding venue. Don’t just ask for the rental fee; some venues charge overtime fees if the reception runs over a certain length of time and have additional costs that can push you over budget. Ask for the amount of the rental fee, how much time it covers, and what is included (i.e. tables, coat check staff, linens, etc.)

Wedding needs

If you have any special requests, ask them on your first phone call or message. You don’t want to cancel your reservation on a wedding venue and have to pay a cancellation fee. Add your special request to this list of wedding venue questions when you call or message them. Be wary of wedding venues that don’t respond promptly to your inquiries; if they don’t now, they may not get back to you later when you need information.

Any favorite vendors

An awesome caterer. A fantastic photographer. An over-the-top fabulous videographer. It’s normal to have a favorite wedding vendor that you want to include in your wedding day. Not every wedding venue allows any vendor into their facility; some venues only allow vendors from an approved list. If you have a favorite vendor that you absolutely want to include in your special day, don’t delay. Ask the wedding venue when you contact them, so you don’t spend your time touring a venue that you won’t consider later. When you do tour, ask questions from this list so you can make sure that wedding venue is the right one—and so you can move on to the next wedding planning step.