What to Consider When Searching for a Venue

Booking a venue should be one of the first priorities of a newly engaged couple, but we also know that it can be a nerve-wracking decision. We’ve come up with a list of essential questions to help you narrow your search and make finding the perfect setting for your wedding a little bit easier.

Keenan Barber

One of the first questions that vendors will inquire about is your wedding’s date and location to check if they are available. This means that having a confirmed wedding date is necessary for all other wedding planning to fall into place. Venues also tend to be booked far in advance. Make sure you book early to get the venue you want on the day you want! Our tip? Find a chunk of time that you and your fiance want to get married, be it days, weeks, or months. This will help filter down the venues that will be available during your preferred time. Or, if you have a perfect venue in mind, maybe you will change your date to fit their schedule! Either way, follow along to make sure you’ve considered all your options, eliminating any hiccups down the road!

Cost & Budget

@marcuswinkler

The venue can be, and usually is, the most expensive decision that couples make in their wedding planning journey. According to Wedding Wire, the average wedding cost is around $29,450, with venues averaging about $10,000. Therefore, it is typical for couples to spend approximately ⅓ of their wedding budget on a venue. This is why it is so important to find the right one! 

Location

Think about what view you want to see and what you want your guests to experience. Whether it is indoor or outdoor, where you decide to host your wedding serves as a backdrop for your event and may contribute to the aesthetic you or your designer comes up with. So, you will want to choose a place that has a view that you like. 

It is also critical to consider if the venue or location is practical for your guests. This will influence who attends your event. If you have guests coming in from out of town, you will need to consider travel and accommodation options. Being in an area close to airports or hotels will be an asset, especially if you are planning on serving alcohol to your guests. You don’t want attendees drinking and driving, so having a location where taxis or other private transportation options are available is something to think about.

We The Wild Productions

A venue’s location should be easy to find and not out of reach. As much as you might want an off-the-grid ceremony/reception in the middle of nowhere, you should also think if it is practical for your guests to get there. Will there be a trail for guests to walk easily on, perhaps even wearing heels? Can someone who may need a wheelchair get to that location? What about installations and decor? Will you need to carry a million things back and forth from the area? Is there cell reception out there? Do you have access to bathrooms and other types of amenities? Finally, consider where you are in terms of weather and conditions. This may seem obvious, but coming from someone who lives and puts on weddings in Edmonton, dealing with the weather and bugs is always a complicated task but should still be accounted for. It seems silly, but your guests don’t want to sit outside for an hour or so while mosquitos attack them. Think of bugs. Think of the sun, rain, snow, wind, etc., and maybe consider a backup option. These types of questions can help make your decision on the location of your wedding.

Willow and Wolf Photography

Size & Configuration

The physical size of the space has to work alongside the guest list, so it is essential to go into your venue tours with an idea of how many guests you are planning on inviting. This will impact which venue to choose, as they all have different capacities. Even if you love a venue that holds 150 people, but you hope to have 250 guests, it won't be a match. Venue capacities are based on fire and safety codes, which are non-negotiable. You also want your guests to have enough walking room or moving space and to feel comfortable. People love to mingle and travel around the venue, and you don’t want things being knocked over, spilled, or damaged. You may think you have chosen a space big enough for your guests, but take a moment to visualize all of the additional elements that will be going into the room. It fills up quickly once you have allotted for a live band or DJ, the buffet tables, bar area, dance floor, cake and dessert table, gift/welcome table, photo op areas, perhaps a stage, and more.

On the flip side, you don’t want too big of a venue for your guest list. If you are hoping to have an intimate sized wedding celebration but decide to book a large conference centre or banquet hall, your wedding will feel too empty. It won't feel warm or cozy, and you’ll spend a lot more money on decorations to try and fill the space. Finally, if your space is too big, your guests will have a hard time seeing or hearing any activity or performances, as well as it may get very echo-y. Think about the acoustics once you have music playing, people talking, food and drinks being served, etc. The size and acoustics of the space are closely aligned.

When it comes to configuration, it is crucial to examine how people will flow through the space. Consider if people need to go to the buffet table or if servers can access all ables during a plated dinner service. Do your guests have easy access to bathrooms, dessert tables, or bars? Is the dance floor in an area that works for all guests to have good sightlines? It may be worth it to ask for a floorplan of the venue so you can brainstorm the best ways to configure the space. What you also get with a floor plan is knowledge of all entrances and exits as well as where the bathrooms are. Another tip from us to you is to mark down where all the wall plug-ins are in the space on your floor plan. This will help you set up lighting, decor, AV systems, extension cords, and so much more. Knowing where to put the DJ and dance floor depends on where plug-ins are. Not many think to do this, but these are necessary actions when hosting an event.

@robmathews10

Inclusions

Make sure you ask about what is all included when booking this venue. Some venues are a giant hall that may be split in half to share with another event simultaneously. It is worth looking into that if that is something that may concern you. Ask about tables and linens. Ask about what sort of tech supplies they have. Most venues come with a set of standard tables (round or rectangular) and chairs, enough for the venue’s capacity, as well as some sort of AV system.  Many venues have in-house catering and bar options and may be part of the venue cost, which might also have food and beverage minimums. If your venue does offer in-house catering, inquire about the dishes, glassware, and tableware that they offer. You may not need to source all of this stuff on your own. Knowing these extras can save you so much money on equipment rentals if your venue supplies some of those basic event necessities. 

Another bonus inclusion that venues are offering nowadays is complimentary wifi. Not only does it help with accessing any sort of presentation or slideshow you have or playing music from a Spotify playlist, but it’s also 2021, and everyone lives and breathes on the internet. Getting a venue that offers wifi to their bookings allows guests to take and post photos and share online what a good time they are having. Some couples even create their own Instagram story/Tiktok filters or unique hashtags for the evening. It’s the new way of having a disposable camera on each table and seeing your wedding from your guests’ perspective. It’s also just a great way to have all the memories of the day in one place.

@buttonup_photo

Lighting & Aesthetics

Working with so many fantastic local photographers has made us all so aware of the importance of natural light. If you decide to pick an indoor venue, we definitely recommend one with big windows and access to as much natural light as possible. This gives photographers the most options and prevents your photos from having that artificial light look.

Ambiance lighting is key for creating a specific mood. It is important to see what your venue offers for lighting options, whether through string patio lights, twinkle lights, coloured uplighting, or dance floor rotating globes. No one wants to be having a dance party with 50 fluorescent lights beaming on you at 11:00 pm. Check to see if your venue has mood lighting or if they have dimmers on their switches.

Talking about aesthetics, take a look around and see what sort of colour palette the venue you are looking at has. Most places come with a very basic or neutral palette so that anyone coming in can turn the space into whatever they want. If you happen to choose a very eclectic venue or somewhere with a specific style, make sure that you match your event design to the backdrop. You do not want your colour palettes to clash. Finally, use what you have! We like to choose venues based on their natural elements, such as brick or stone walls or wood floors, so you don’t need to spend so much money and time turning the place into something new.

@jordankgraff

Parking

Make sure your venue has adequate parking. Is there a parking lot onsite or perhaps valet parking for attendees? If not, ensure that there are lots of available areas to park legally. If there is still no parking available, consider shuttle services or look into private driving companies like Uber. Not only is this critical for guests getting to your event, but also how they get home, especially if booze is served at your event. You need to make sure everyone gets home in a safe and practical manner.

@isfuentes

Special Access & Amenities

Check to see if your venue has appropriate wheelchair accessibility, meaning ramps, railings, elevators, bathroom stalls, etc. Nowadays, most buildings come with this already built-in, but if you choose a historic or pop-up venue, ensure that all guests are accounted for.

Insurance, Licenses, & Liability

Have a conversation with the venue about what type of insurance or license is required and who is expected to provide it. If you need to provide the insurance, do your research and talk to your insurance provider. The same goes for any licenses you may need. Hint: if you are serving booze, you most likely will need a liquor license. 

@cytonn_photography

Finally, make sure you read over your venue contract thoroughly and ask to clarify any unknowns. Make sure that you know who is liable if any damages occur, and be knowledgeable on their cancellation policies. Any of our Covid Brides know now just how complicated it can get when trying to renegotiate contracts because of cancellations or postponements!