As an NYC wedding photographer and former bride, I know that booking your date at a venue is such an exciting part of the wedding planning process (and sometimes the most stressful). Once you do — everything just starts to fall into place. Your venue will determine the vibe, and your date will determine any of the seasonal decisions that you may need to make. But let’s not skip ahead, first you need to know how to actually find and choose your venue!
Brainstorming Venues
When you are trying to look into venues, you have to try to determine what your priorities are but also keep an open mind. Think about what you would want in a venue versus what is a non-negotiable based on the following questions:
- Do you have a strict budget for the venue? Or are you willing to be flexible with the venue but maybe cut elsewhere? (Word to the wise — if money is a big concern, you can look into off-season or less popular dates if you are in love with a venue!)
- Is there a particular vibe or aesthetic you are going for?
- Do you want a venue that is all-inclusive or do you want a space you can transform yourself?
- Is there a geographic area that you are looking to get married in? How much would you extend that area?
- Think about any past weddings you have been to. Is there any venue you loved or hated for some reason — and what was that reason?
Once you start to answer these questions, you can get a pretty good idea of what type of venue you are looking for. If you feel like you are super open, THAT IS GREAT! Personally, I had no idea what aesthetic I wanted — I just knew that I wanted to be in the tristate area, and that left me with a lot of options. Options are what I like to call, a good problem. If you feel like you have a very specific vision, that can help you narrow down your venue choices quickly but you may want to be more open to dates in that case.
As you start researching venues, it’s a great idea to keep track of the venues you are very interested in. (Stay organized, people!). If you click on the link below, you will find a spreadsheet template to help you take notes on each venue you like. On the second tab of the template, you'll find a table where you will be able to track the name of each venue, where they are located, what the aesthetic is, what the budget is (per person or overall), and any other notes you have. You will also be able to track whether you have contacted that venue, toured, or scheduled a tour. This is personally just what I liked using during my own wedding planning -- if another system works for you, go for it!
Asking the Important Questions
As you narrow down your search and find venues you truly want to check out, you should start scheduling tours at the venues. Some places will have 3D virtual tours, but there’s nothing like seeing the venue and the surrounding grounds in-person and meeting the venue staff! When you go on venue tours or chat with the venue planners, there are many important questions you should ask (and keep track of the answers). Here’s a list to help you gather the info you need, and you can also find these on the other tab of the spreadsheet!
General questions for the venue:
- Is there only wedding per day on the property?
- What is your weather contingency plan for outdoor spaces?
- Is there any construction planned in the next year?
- What dates are available?
- How many people can the space accommodate?
- Is there a rental fee separate from per person plates?
- What is included in the rental feel?
- How many hours does the rental fee include, and is there an overtime fee if we stay longer?
- Is there additional cost for the ceremony? Same capacity?
- Are there changing rooms/bridal suites?
- Do you offer rehearsal dinners or day after brunches?
- Do you have liability insurance?
- Do you offer on-site coordination? What is included?
- Can the venue accommodate a DJ or live band?
- What security services do you offer?
- Is there a separate space for cocktail hour?
Food & Drinks:
- Do you allow outside cakes or caterers at all?
- What is the tax and service charge?
- Per person food & bev minimum?
- Can we do a tasting before finalizing our menu selection and does it cost extra?
- Is there a cake cutting fee? If the cake is made on site is the fee waived?
- Are tables, linens, plates, silverware and glassware provided?
- Are you licensed to provide wine, beer and hard liquor? Can any be brought from outside?
Decor & Rentals:
- Are we allowed to bring in our own decorations?
- Do you have an inventory of decor we can borrow from?
- Can we move things around or do we leave everything as is?
- Can we use food trucks?
- Do you provide any types of signage?
- Do you provide heaters or umbrellas for the outdoor spaces?
- Can we hire our own vendors?
- What time can vendors start setting up?
- Do you have a coat check service?
- Does the venue provide assistance getting gifts or decor back to a designated car or hotel room after the wedding?
Logistics:
- Is there a sound system and microphones for speeches, or will these need to be provided by a DJ/band?
- Is there parking on site and is it complimentary? If not, where will my guests park?
- How many restrooms are there?
- Do you provide overnight accommodations / offer discounts for booking a block of rooms? Complimentary upgrade for the newlyweds?
- What are the nearest hotels?
- Is the site accessible for people who have disabilities?
- What is the recycling policy and what do you do with uneaten food? We want to be sustainable if possible!
Payment:
- How much is the deposit/when is it due? Is it refundable?
- Whats the payment plan for the whole bill?
- Are there additional fees on top of the base price?
All of these questions are super important, but I bolded some of the ones I think you MUST ask. Make sure to write down the answers of these questions as you find out to help you make your final decision (and you can do this on the tab of the spreadsheet!).
Book the Date and Celebrate!
Once you've gathered all your info, you and your fiancé will be able to pick your favorite venues, discuss dates and nail down a contract and voilà-- you have a venue! Next step, find a wedding photographer...
