Three Things to Do Before You Tour Wedding Venues

Photo courtesty of Julia Sharron for photosXjulia

Planning a wedding is an exciting yet sometimes overwhelming journey, and one of the most important steps is selecting the perfect venue. Whether you dream of a fairytale castle, a chic urban loft, or a rustic barn, the venue sets the tone for your big day and is often one of the largest expenses in your wedding budget. Before you head out to visit potential locations, there are a few key tasks to tackle to ensure that your venue search is efficient and enjoyable. Here are three things you should do before you tour wedding venues.

1. Establish Your Budget
Your budget is the foundation of your entire wedding planning process, and it will significantly influence your choice of venue. Wedding venues come in all shapes, sizes, and price ranges, so it’s crucial to know how much you are willing to spend before you begin touring. Here are some factors to consider when establishing your budget:

• Venue Costs: Determine how much of your total budget you want to allocate to the venue. Keep in mind that venue costs can vary greatly depending on the location, time of year, and day of the week. A Saturday evening wedding will likely cost more than a weekday or off-season date. Make sure to ask venues about any hidden fees, such as service charges, taxes, or additional costs for things like cleanup and overtime. 
• Inclusions: Some venues offer all-inclusive packages that cover catering, furniture, lighting, and decor, while others only provide the space itself. Understanding what’s included in the price will help you better compare venues and avoid unexpected expenses later in the planning process.
• Flexibility: Be prepared for venues that are slightly over your budget but offer services or features that make up for the difference. At the same time, know your limits to avoid falling in love with a venue that would force you to make uncomfortable financial sacrifices in other areas.

By having a clear budget in mind, you can eliminate venues that are out of your price range and focus on locations that fit both your vision and your wallet. Do not tour a venue without having a thorough understanding of the cost beforehand!  You could be wasting your time, and the venue's.

2. Determine Your Guest List Size
The size of your guest list plays a major role in selecting the right venue. A space that’s too small for your guest count can feel cramped, while a venue that’s too large may feel impersonal. Before you visit venues, it’s important to have a rough estimate of how many guests you plan to invite.

• Max Capacity: Venues often have a maximum capacity limit, which is usually determined by fire safety codes and other regulations. Make sure the venues you're touring can comfortably accommodate your guest count. Ask about their seating arrangements for both the ceremony and reception to ensure there is enough space for all your guests to move around freely.
• Comfort: Consider your guests' comfort when thinking about venue size. If you’re planning to have a dance floor, a live band, or buffet tables, you’ll need extra space. Additionally, if you're inviting elderly or disabled guests, make sure the venue is accessible and provides adequate seating.
• Space for Activities: Think about the flow of the event. Will there be enough room for a cocktail hour, a photo booth, or other activities you have planned? A venue may offer separate spaces for different parts of your wedding, such as a garden for the ceremony, a dining room for the reception, and a lounge for cocktails.

Knowing your guest list size will help you determine which venues can accommodate your needs and which ones may be too small or too large. If your guest count is on the verge of a venue's capacity, keep in mind that typically 10 percent of people invited don't come. And we often have people tour here at the Barn at Bradstreet Farm and then decide to reduce their guest count slightly to ensure they can have their reception in our 18th century barn!

3. Clarify Your Wedding Vision
Before you start visiting venues, it’s helpful to have a clear idea of the overall aesthetic and vibe you want for your wedding day. Your wedding vision can greatly influence your choice of venue, as some locations lend themselves better to certain styles and themes. Consider the following:

• Style: Are you imagining a formal black-tie affair, a bohemian garden celebration, or a cozy winter wedding? Different venues suit different styles. For example, a grand ballroom might be perfect for an elegant, traditional wedding, while an outdoor venue like a vineyard or barn could be ideal for a more relaxed, rustic celebration.
• Colors and Decor: Think about your color palette and decor preferences. Some venues have neutral or minimalist designs that can easily be customized, while others may have bold architectural features or unique aesthetics that you’ll want to highlight. Knowing your wedding style can help you visualize how each venue will look once it’s decorated to match your vision.
• Logistics: Think about the practicalities. If you want an outdoor wedding, consider whether the venue offers backup options in case of bad weather. If you have a particular date or season in mind, make sure to check availability before you tour. Also, consider how the venue fits into the overall flow of your day, such as proximity to hotels or other important locations.

With a clear vision in place, you’ll be able to narrow down venues that align with your desired atmosphere and style, ensuring your wedding day feels uniquely yours.

By establishing your budget, determining your guest list size, and clarifying your wedding vision, you can streamline the process of touring venues and make more informed decisions. These three steps will ensure that you focus on venues that fit your needs and help you create the wedding day of your dreams.
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Special thanks for all the locally owned wedding and event venues across the country who inspire us daily:
All 4 One Farms
CHÂTEAU JOLI
Catawba Falls Events
Love Grove Estate
Within Sodo