The Ins and Outs of Wedding Venues

5 tips you should know before choosing your perfect location

After you become engaged, the idea of planning a wedding can be exciting and fun, and that is exactly how it should be! However, sometimes if a bride and groom aren’t properly prepared, they can run into frustration and difficulty that can cause the planning process to be stressful and the farthest thing from fun for both of them. Nowhere is this more important than in one of the biggest pieces of bringing your dream wedding together, selecting the perfect venue. The perfect location is very important. You and your groom will remember it all your life, it is the place where you will take your vows and pledge yourselves to one another, and the place you will celebrate that pledge with your friends and family. So, it must be chosen with care. How do you start, and what do you need to know before you embark on this journey? Here at Michelle Durpetti Events, we offer these tips to our brides to help them enjoy planning the journey that leads to their wedding day.

Before we even get into tips, always remember to have realistic expectations. As with everything in life, issues may arise throughout the planning process, but if you know how to communicate effectively, you can avoid some major headaches. We always suggest that couples have a designated speaker representing both of them. This can cut down confusion when dealing with vendors by allowing one primary point of contact who is then responsible for bringing everyone involved in the decision up to speed and in the loop. While couples can choose one of themselves for this role, we always suggest the help of a wedding planner who comes to the table with a wealth of knowledge that he or she can utilize on your behalf.

Do your homework. It is much easier to find a venue that works for you if you know things like your wedding style and guest list. We suggest that you consider some important questions before you start looking: What time of year do we want to get married? – Some venues are gorgeous in the summer and not in winter, and some venues are fabulous winter wedding venues but not so great for summer. Remember, a reception venue with nice grounds lends itself to fabulous photo opportunities. Another important question to know is - How many guests are you planning on having? This may rule in – or out – a venue you were considering. Are you looking to do your ceremony and reception together in one place or will the ceremony be elsewhere? – This is crucial. Often a couple will need more flexibility on the date if the ceremony and reception are in two separate locations. Another important question to consider – Would you like any element of your wedding to be outdoors? And, if so, what is the back up plan for inclement weather? Earlier this year we had a wedding that had a garden ceremony, however with a torrential downpour happening throughout the weekend we had to make the call to bring the ceremony indoors. Having that plan laid out in advance is just priceless. We were able to transition everything and the bride was able to stick to her schedule as if nothing had happened. We love to say, “proper planning is priceless!”

Don’t rush it. There is no rush when considering a venue. While some brides have known since they were little girls where their dream wedding must be, some do not, and that is ok! We suggest you have a list of five to ten places that interest you (again, this is where a planner can be helpful, because they already have expansive knowledge and experience with most of the venues in your area), and that you take a weekend or two to visit all of them. Seeing multiple places in one day can be exhausting and everything can blend together. To make sure you have the time needed to do this, it is crucial that you start as soon as possible on venue selection. The less time you have, the more rushed you are, and the less options you will have to choose from. Ideally the more time you have the better, but typically if you can reserve your venue no less than six months prior than you are in good shape in the planning process. We once had a bride look at over 25 venues (which is not the norm, so don’t worry if you don’t!) until she found what she wanted, but because she started more than a year in advance, she had the luxury of time on her side to be able to do that.

Discuss, create and stick to your budget! It is so important to know before you begin venue hunting what you can and cannot afford. Many couples get lured into a venue that they really can't afford, leaving other items in the budget like floral and décor to suffer for it and force you to skimp. While it is fabulous to have a dream “sky is the limit” vision for your big day, always make sure that what you envision can fit within the realities of your budget’s parameters. There are ways to negotiate some costs with venues, so if you do not have a planner working with you, we suggest you ask what costs are negotiable.

Read the fine print. Vendor contracts for someone who is not used to reading them can get very confusing and frustrating, but it is crucial that you read each and every contract and that you understand all of the details. While most vendors and venues are not out to deceive you, if you do not take the time to read the fine print you may be left feeling like that when you hear about things like “corkage fees” and “cake cutting fees,” after you have signed a contract. These are pretty standard, but again, for first timers planning their wedding it may not feel so standard. There are other things like AV equipment, ceremony set-up fees and gratuities that might not be included on your contract but are still a cost. Always ask about these things, because if you don’t you may not know they are on the contract until the final bill comes, and no one wants that kind of surprise!

Sign, seal, and file documents! It is always nice to have face-to-face meetings and handshake agreements. These leave us feeling like we have connected with someone and for something as important and as special as your wedding day, that is a really nice felling to have. That feeling is even nicer when you get that promise in writing! Even for as something as simple as employee turnover at the venue, could make a huge difference in your day if you do not have everything documented. While all of us in the wedding industry strive to give couples an overall fantastic experience during the planning of their wedding, sometimes, through no fault of anyone, mistakes can happen and having something in writing protects both parties from awkward and potentially costly attempts to rectify the mistake.

Hopefully these tips can offer some insight into what you need to know. Now you will be able to go out and find your perfect wedding venue, and have that most fabulous wedding day that you have dreamed of. Happy planning!

Tagged as: Michelle Durpetti Events, wedding planner, wedding and wedding budget