Category Archives: wedding venue list

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Choosing the Right Wedding Venue Checklist

A wedding venue checklist is the first step to choosing the perfect backdrop for your big day. It’s also the start of finding wonderful staff to help you plan, providing a wonderful guest experience, and checking off other key boxes on your wedding planning checklist.

Choosing the right wedding venue is important. But it doesn’t have to be complicated, especially with our wedding venue checklist, which details the process step-by-step and gives you professional tips to help as you plan your special day.

___ Set key details

The first step of choosing the right wedding venue is to talk with your fiancé and set key wedding details. These details don’t have to be incredibly specific; for example, you can choose a month or season in lieu of an exact wedding date. You and your fiancé should discuss:

  • Budget (Discuss how much is available for the wedding and how you intend to pay for it. If any friends or family have expressed an interest in helping financially, contact them and ask if they would still be willing to help and the gift amount. Use these wedding budget tips and tricks as you plan, and this wedding budget spreadsheet. Or use one of these wedding planning apps, many of which have wedding budget tools that can help you set a budget and track expenses.)
  • Date, Month or Season (Use this guide for choosing the right wedding date. You can set a date based on a special relationship or family date, favorite season, good time for you professionally, or one of these other criteria.)
  • Estimated Guest List (You don’t have to set an exact guest list, but should have an estimate of the number of guests. Discuss whether you want a small, intimate wedding or a large celebration, then set at an estimated count. Use these tips for setting a wedding guest list. You will need this when contacting venues so you choose a wedding venue with an appropriate guest capacity.)
  • Style (Decide on your wedding style. Do you want an elegant affair? A formal, vintage event? A rustic, country wedding? Or a themed wedding with coordinated details? Your style dictates the type of wedding venue you are looking for, as well as guides every detail of your special day.)

___ Make a list of stylish venues in your preferred location.

___ Research venues online

As you make a list of venues that fit your needs and style, read through online reviews on social media and on wedding websites like Wedding Wire or The Knot. While the pictures online may be beautiful, never book a venue without seeing it first.

___ Contact venues with a list of questions.

Ask each venue the following questions to determine if they are available and fit all your criteria. If the venue is a good fit, ask to schedule a tour.

  • Is the wedding date available? (If you don’t have a set date, it can be easier to find a wedding venue with available dates during your desired season or month.)
  • How many weddings are hosted at the venue?
  • What is the venue capacity? Is there space for a ceremony and reception? If so, will my guests have space to mingle while the reception is being set up?
  • What is the venue rate? What does it include? Are tables and chairs included in the venue rate? Are there any overtime fees or curfews?
  • What staff and services are covered by the venue rate (i.e. coat check, bar staff, etc.)?
  • Does your venue have experienced wedding planners on staff?
  • Does your venue carry liability insurance? (This can be important in case a guest is injured.)
  • What is the wedding venue cancellation policy?
  • Are there any vendors that the venue requires us to use?
  • Does the venue offer parking? Or is there parking nearby?
  • Is the wedding venue handicap accessible?
  • What local accommodations are nearby for my guests to stay in? Are they easy to get to?

___ Tour the venue.

Seeing is believing, especially when it comes to wedding venues. Use the wedding venue tour checklist to ensure you are choosing the venue that doesn’t just wow you, but is also the perfect fit for your special day.

___ Review the venue contract.

It’s time to go over your contract with a fine-tooth comb. Use these tips for reviewing the wedding venue contract from the Knot to ensure that you have those proverbial I’s and t’s crossed.)

___ Confirm the venue.

Wedding Venue Checklist

outside rennaissance place a beautiful wedding venueYour wedding venue is one of the most vital (if not the most important) parts of your wedding day, so why should your process to choose the right venue be haphazard? No, the search for the right wedding venue should be organized (other tips for organized wedding planning here) so you don’t end up spending all your money on your venue (with no money for a dress!) or choosing a wedding venue that’s way too big. Are you on the search for the perfect site for your big day? Use this wedding venue checklist to find the right wedding venue that you can say, “I do” to (and use as the foundation as you coordinate all your wedding details!).

__Cost – what is the total cost of the venue (i.e. watch for overtime fees, extra costs.etc.)?

__Date – is the venue available on my wedding date OR what dates are the venue available?

__Handicap access – does the venue have access for any of your guests with special needs?

__Location – is the venue in the area you want? How far is the venue from your ceremony site?

__Planning does the venue have a wedding planner on staff that can assist me?

__Parking – does the venue have parking space that your guests don’t have to pay a fortune for?

__Reviews – what do other couples say about the venue? Are there a lot of complaints about the staff? (Tip: check their social media reviews.)

__Size – can the venue hold the amount of guests on my estimated guest list?

__Space – does the venue have all the spaces you need for your wedding (i.e. ceremony space, changing rooms, etc.)?

__Staff – does the venue provide the staffing you need for your wedding? Or do you need to find staff for your big day?

__Style – does the style of the venue fit with our style?

__Vendors – does the venue require that you use certain vendors? Or does it have an open vendor policy?

__Viewingwhen can I see it? Can you envision your wedding there?