The location decision has the most influence on the overall look and feel of your wedding, even though choosing your attire and wedding party are equally important. Location, location, location: Your choice of site will determine a number of things, including whether or not you will have the ceremony outside, how you will decorate, and whether or not you and your guests will need to get passports. It requires careful consideration to ensure that you are selecting the wedding venue of your dreams, since there are countless stunning sites available for hire for your special day (or weekend) all over the world.
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Planner Kia Marie of Kia Marie Events explains that it’s crucial to talk about and decide on a general concept and scope before you start looking. As Marie suggests, “it’s imperative that the couple sets a budget—defining financial parameters for the celebration—and concurrently determines the guest list size to gauge the scale of the event.” Include family members in these discussions if they are contributing to the cost of the wedding. Aside from the budget and planning, consider important factors like the kind of site you would want—be it a beach, a mountain, or an old city. Take into account any cultural factors that can affect the ceremony and celebrations. Lastly, describe your ideal guest experience and make sure that it all fits in perfectly with your wedding aspirations.
One thing experts in weddings agree on? You will experience a significant reduction in stress if you involve a wedding planner early on in your quest. Tracy Taylor Ward, the owner and creative director of Tracy Taylor Ward Design, says, “We highly recommend hiring your wedding planner prior to booking a venue, as venue searching can be one of the most time-intensive parts of the planning process.” “Making such a significant decision with the advice of an experienced professional can help you avoid making very costly mistakes that could cause problems later on.” As Marie says, “couples can benefit from their guidance and industry connections by booking a wedding planner early in the planning process, setting the stage for a well-executed and personalized wedding experience.”
Read on for advice from experts in the field on everything you need to know about selecting a wedding venue, whether you need assistance picking your location or want to know warning signs to watch out for throughout your investigation.
How to Select a Place to Go
You should choose the real venue for your wedding before you even start looking at places to rent for the big day. “Consider places that are significant to you as a couple, whether that be where one or both of you were raised, the location of where you met, or even just a dream destination that’s been on your bucket lists for a long time,” suggests Ward as a way to narrow down your choices.
According to Ward, it’s important to take into account a few crucial elements when you start to reduce your list. The location’s average cost comes first. “You will find that certain locations allow you to stretch your budget further, or conversely, may be extremely expensive and cost prohibitive, depending on the city or country you are interested in,” she says. “Every location is unique in this aspect, so the overall amount you allocate for your wedding will differ significantly based on the location you choose.” She goes on, Generally speaking, we advise devoting around 30% of your total wedding day budget to venue expenses, which include any applicable space rental fees as well as catering and beverages.
It’s important to consider a region’s climate at specific seasons of the year. For example, if your goal is to throw an outdoor party, a winter wedding in Miami makes more sense than one in August, when Florida’s heat and humidity are at their peak. Additionally, Ward advises being mindful of any language or cultural obstacles that can affect festivities. Many organizers point out that email correspondence with suppliers in some nations happens more slowly; in addition, national holidays may affect your schedule because of closed businesses. Marie continues, “If you decide to have a destination wedding, it’s crucial to carefully review the legal prerequisites for marriage. This includes being aware of the paperwork and steps required for a ceremony to be approved by law.
Last but not least, remember your visitors. The probability that your loved ones will be able and willing to attend your celebrations may be affected, so be sure to take that into account when planning your itinerary, advises Ward. Consider the closeness of important transit hubs, such airports. According to Ward, it’s also beneficial to think about the local hotels, inns, and Airbnb accommodations and how well they fit both your vision and your customers’ budgets.
Crucial Details to Discover About a Location
Have a couple fantastic locations in mind? It’s time to investigate and get the answers to the specific inquiries. Even though a lot of locations have websites and brochures detailing their wedding packages, there are a lot of unstated specifics that you should be sure to get before you sign the contract. “Knowing what is and isn’t included in the contracted package price with a venue, and whether or not you will require additional elements that come with added charges,” suggests Ward. She gives the examples of cost for cocktail hour gatherings and access to an after-party space. To find out if it is within your budget, we advise requesting an estimate of their all-in expenses (including taxes and service fees) for the number of guests you anticipate. Although it’s customary for venues to disclose their absolute maximum capacity, it’s useful to know if this number would make guests feel at ease or if a smaller figure works better for the space.
How the venue collaborates with outside suppliers is another crucial piece of information. A few places will offer lists of preferred and necessary suppliers for events. Before contracting with the venue, Ward says, “it’s imperative that you get estimates from any required vendors to ensure their pricing falls within your overall budget.” Additionally, she advises finding out whether the venue has any policies or procedures in place that can provide difficulties for you or your vendors, such restrictions on decor, excessive insurance requirements, load-in or load-out delays, or local sound legislation.
It’s crucial to thoroughly investigate a possible venue’s amenities in those early phases, especially if they provide food or on-site staff. Marie advises couples to enquire about the venue’s food choices, namely whether a varied menu is offered and whether special dietary needs or limitations can be accommodated. It’s crucial that you comprehend the venue’s regulations about outside catering if your gastronomic needs cannot be satisfied on-site, she continues. Ward adds that if the number of guests calls for it, you should find out how much it costs to add workers and whether samples are included by the contracted catering fee. Additionally, you should ask for a range of bar package alternatives.
Even if you currently have a wedding planner on staff, more support workers will probably be needed at the venue. According to Marie, couples should enquire about the venue’s availability of professional coordinators or coordinators with expertise. Ensuring that the wedding day goes successfully requires talking about the duties and responsibilities of the on-site workers, including setup, coordination, and teardown. Couples may ensure that the caterer and event personnel meet their expectations and create a memorable celebration by considering these factors and making well-informed selections.
The last, but equally important, thing to ask is how your location would cope with a stormy prediction. Are you able to access any other indoor venues on the premises? Would bad weather necessitate setting up a tent? Do they give you a tent, or do you have to bring your own? A good planning experience depends on having a thorough understanding of all the additional expenses related to these strategies, advises Ward.
Red Flags to Look Out for at the Venue
A venue may ignore any imperfections or surreptitious additional fees since they are trying to sell you on their facility. Planners advise being on the lookout for a few major red signs. Given that a wedding is a more elaborate affair than a typical party, give sites that aren’t often used for weddings careful consideration. “Be cautious if a location hasn’t hosted weddings before, as this may result in unanticipated difficulties,” advises Marie. Make sure your communications are responsive. Inaction throughout the planning phase might be a sign of possible problems.
Investigate that tiny print as well. “Look for consistency in the contract and ask questions about costs to make sure there are no unstated costs,” Marie suggests. “Openness is essential, and taking these factors into account aids in making a well-informed choice regarding the venue’s suitability for your wedding.”
Ward advises you to steer clear of a location that doesn’t seem receptive to your inquiries or needs. She states, “Strict protocols and procedures are in place at many venues for a reason.” Nonetheless, a venue’s inability or unwillingness to accommodate your particular demands during the preparation process and on the wedding day may be indicated by their lack of flexibility.
