How to Choose a Venue: A Planner’s Insight
I was recently asked a list of questions about how I, as a professional planner, choose a venue. I answer these questions in this month’s blog post.
Q: How do you typically discover wedding/event venues?
A: There are a few ways I discover venues: I use Google Maps; I use a wedding website like The Knot, WeddingWire, or Zola (Don’t shy away from them for non-wedding events!); and recommendations or Facebook Groups. All of these venues are actively participating in groups like Bride 2 Be North Carolina or NC Weddings (and so many others!). Asking around on these groups is helpful for seeing venue responsiveness as well.
Q: How do you pick and choose wedding/event venues?
A: I have a few metrics that depend on the client’s wants and needs: location, cost, amenities, restrictions, requirements, availability, and vibe.
For example, if I find a great, $5,000 coastal estate that requires a minimum catering order of $10,000, but my client’s catering budget is only $4,000, then I veto that choice without further thought. Or alternatively, if I find a venue that is only $500 over budget, I’ll put it on the list if (and only if) the client is flexible on budget.
Once I have the information for all of these factors, I recommend scheduling a tour. This allows the client and I to vet them in person, ask follow-up questions, and decide if the shoe fits.
Q: How many venues should I tour before I decide?
A: You only need to tour one if it feels right and your budget is good with it! However, it’s normal to visit up to 5 venues before deciding.
Q: How quickly do I need to decide on the venue?
A: This depends on the season and the venue. Some venues are highly desirable and are thus more likely to fill up much sooner. Some seasons fill up nearly 15 months in advance (namely, September and October). Consider this in your search.
Q: What should I be asking the venue before I choose?
A: There’s a lot you should ask! Aside from availability and upfront cost consider the following questions:
(Outdoor ceremony and/or reception) Is there a Plan B for bad weather?
Do you let me choose outside vendors or do I need to choose from a preferred vendors list?
Are there any parking concerns for XYZ number of guests?
Are there any corkage or cake cutting fees?
Is there someone to cut the cake?
Does your team help with setup/teardown?
Do I need to get event liability insurance? Alcohol or liquor liability insurance?
Are there any sound ordinances I need to be aware of?
What does setup and teardown look like?
What does the trash situation entail? Do you have a way to dispose of everything at teardown or do we have to take our own trash?
Will there be a venue staff member on site during my event? Someone who knows where the breaker is?
Is there a fridge/freezer available for my catering?
Is there a workspace for my catering?
Are there any AV or local speaker/mic systems in place? What are the power requirements (to tell your DJ or photobooth vendor about)?
Where are the power outlets? Are there outlets in the Getting Ready Rooms?
What is the lighting like in the Getting Ready Rooms and can I see them? (You don’t want your MUA applying makeup in the dark!)
Will the vendors have access to wifi if they need it?
Are there any timeline restrictions day-of that I need to be aware of?
Collecting this kind of information for your coordinator (if you’re not hiring a planner) is also immensely helpful for them. ^_^
Hopefully you learned some useful information from this Q&A!
With love,
Katie
