5 Things to Remember About Booking a Venue

One of the first things you’ll conquer on your wedding planning journey is securing your venue! While it’s definitely important to take care of this as soon as possible because it reserves your wedding date and location, it’s important not to rush this crucial decision! There are lots of factors to consider when booking your venue! Some are obvious—i.e, guest capacity, style, and cost. But some others are not! Let’s take a look at some considerations that might be overlooked:

1. Seasonal/premium pricing

Hosting your wedding during high season on a Saturday can really cost you premium for your venue rental. If you’ve got your heart set on getting married in Lake Como in June, know that you’ll be paying a pretty penny to rent your venue during peak season! So make sure you know what the high/low seasons are for your chosen location/venue. Traditionally speaking, a Saturday event will cost you more than a Friday or other weekday. With destination weddings, it may be easier for you to choose a weekday event, since your guests are likely already taking off work to travel. Some great advice is to look at the high season and choose something JUST outside of that time frame if you’re looking to save on venue cost. (For example, if peak season is from June 1-September 30, maybe choose a wedding date the last week of May or first week of October!) On the other hand, sometimes it’s worth paying the premium to get the best weather for outdoor activities or if you’re looking to get married when a certain flower is in bloom!

2. Cost of in-house or required vendors

The venue is one of the most important (and costly) choices for your wedding budget. Depending on your total wedding investment, the venue can logically represent 30% of your total expense. It can be easy to justify an expensive venue, because it literally creates the backdrop for your entire wedding day and provides you with the atmosphere and photo opportunities you have in mind. What’s important to make note of, however, are the venue’s policies about any “in-house” vendor services they offer or any other outside vendors they require. When a venue has in-house vendor services, it can be extremely convenient. However, you can expect the price point of their provided services to match the price of the venue rental. And while you may be prepared to splurge on your perfect venue, using in-house or required vendors means you may find yourself splurging in EVERY category! A venue’s vendor policy may take away your ability to shop around for the vendors you prefer in your price point. So if money is a concern for you, make sure to price out what it will cost you to use the vendors they require before you sign a contract with the venue.

3. Contract language

This one isn’t very much fun, but it’s SUPER important! Read through all the fine print in your venue contract to see what is laid out in terms of payment schedule, cancellation policies, photography rights, damage deposit, garbage disposal, event insurance, alcohol sale/consumption, etc. The last thing you want is to be blindsided when the unexpected comes up or you find yourself in a bind because you were unfamiliar with the venue’s expectations. Make sure your vendors are familiar with any venue policies that apply to them. Make sure your wedding planner is familiar with the policies for leaving the space in it’s original condition so you don’t lose your damage deposit!

4. Proximity to guest accommodations

Especially if you’re planning a destination wedding, guest lodging is a major consideration! You may choose to host your wedding at a villa, hotel, or resort where on-site accommodations are available to you and your guests; or you may choose a venue that provides rental space for the event only. Even if you choose the former, the venue may have space for only your wedding party and immediate family. Keep in mind your venue’s proximity to local accommodations and amenities, as well as the closest major airport if your guests will be flying. Work with your wedding planner or travel agent to secure group accommodations nearby if your venue cannot accommodate all your overnight guests. You may also choose to arrange a group airport transfer, car service to the venue, and/or return shuttle after the event for an added level of convenience and service to your guests who have traveled so far to celebrate with you! Your planner should provide your guests with an itinerary that details the arrangements that have been made on their behalf. This eliminates confusion and miscommunication about what travel arrangements they are responsible for on their own. In either case, consider your guests lodging and travel experience when you select a venue! The venue can have a dynamic impact on your guests’ travel experience as a whole. Whatever you can do to be considerate of your guests and their travel experience will go a long way to making your destination wedding a memorable and enjoyable experience for your friends and family—instead of a nightmare!

5. Provided amenities

Take a good look through your venue’s contract and see what is provided for you with your rental. Tables, chairs, ceremony arbors, table linens, china, glassware, furniture, a champagne wall, a built-in sound system—all these things add up to significant costs if not provided by your venue! An event rental company or florist can provide all these items as well, but if you can secure them with your venue rental, that adds up to awesome savings for you! Make sure you know what your venue provides (and doesn’t!)

Choosing the right venue is one of the most important decisions in your planning journey! Working with a wedding planner who is familiar with standard contract language and experienced with creating amazing wedding experiences can make your venue selection process infinitely more relaxed and enjoyable! Keeping these things in mind when choosing your venue will ensure that you don’t overlook something important and give you the best return on your wedding investment! I hope these pointers help you choose your perfect venue with confidence and peace of mind!

Brooke Von Eiff is a luxury and destination wedding planner with Practically Perfect Weddings. With a focus on high-end planning experiences and bespoke wedding design, Brooke delights in bringing the best of luxurious wedding trends to the world’s most beautiful wedding destinations.