The wedding bells are ringing; yes, we can hear them, and it’s time for you to plan and organize your dream wedding. Since it is a tedious, long, stressful process, we are going to make it so much easier. We’ve compiled a very long and helpful checklist that will make sure you get all the information on how to find, book, and enjoy your dream venue that will be THE perfect choice for your wedding day.

Let’s guide you through this process. Think of us as your wedding venue best friend who has all the inside scoop.

Why Your Wedding Venue Matters

Bride looking out of the car

Your wedding venue is one of THE main things for your special day. It sets the tone, maintains the theme and is basically the overall visual memory that every guest will have. Now, you might ask yourself, Why is research before finding a venue so important? Well, even though almost everyone has an elaborate idea of what their wedding day will look like, making it a reality does require some work. The wedding venue is the first crucial step in making that idea come true. That’s why we have prepared this elaborate guide so that everything during this journey goes as perfectly and smoothly as possible.

Let’s start this guideline with some basics.

Venue availability and accessibility

Open for business

• Venue Availability: Talk about your preferred dates, whether the venue is available or not. If not, then discuss potential dates during your chosen season.
• Booking a tentative date: Confirm whether the venue can hold off a date for you temporarily until you come to a decision.
• Location convenience: Obtain information if the venue is easily reachable to you and your guests, as well as distance between airports, train stations, or anything that can be convenient to traveling guests.
• Accessibility: Inquire about the venue facilities, are they easily accessible for people with mobility issues?
• Parking: Inquire about details for the parking space, is it free or will there be extra charges?

Venue Prices and their Limitations

Mr and Mrs Sign

• Venue costs: Locate on the precise total cost burden there is the cost of hiring the venue and the management of the self-budgeted requirements.
• Service charges: Get to know any surcharge and or extra fees, or tax that were not covered in the estimated quotation given for the reservation of that specific venue.
• Payment plans: Understand whether there is room for a payment plan or the total amount of the item will be paid as a lump sum. Discuss also how much the reservation deposit will be set and when it will be made.

Venue design and use

Wedding Flowers

• Decoration requirements: Inquire about the space regarding any potential requirements for decoration there may be on the space and rules that may be somewhat restrictive.
• Venue set up: Look into what is provided by the venue pertaining to furniture, like chairs, tables, or even linens.
• Furniture & floor plan options: Is the venue flexible on arranging the floor plan if it is not what you envisioned or it does not match your wedding theme and aesthetic?

Accommodation for the guests

Hotel for Weddings

• Accommodation facilities: Does the venue have the capacity to host all guests in-house?
• Bridal suite: Does the venue offer bridal suites for wedding preparations and getting ready?
• Other hotels: Do you have any offers or discounts on nearby hotels to accommodate guests if in-house options are not provided?

Catering and Bar options

Catering at a Wedding

• In-house catering: Inquire about the package offers on catering in-house; see if they offer any tasting schedules beforehand.
• Outside hired vendors: Is the venue flexible on hiring outside vendors? If so, will there be a space provided for the preparations?
• Drink Options: Inquire about the possibility of having an open bar. If drinks are not included in the package, ask for recommendations on possible hires.

Photography & Videography

Wedding Photography

• Photography restrictions: Check if there are any photography restrictions. Keep in mind, especially if the venue is, for example, a historical building.
• Videography restrictions: The same applies to videography, especially if there will be aerial drone shots.

Next, let’s get into some more details. The more you find out, the easier it will be to make a decision on booking the perfect venue.

• Weather emergency plan: Ensure that there is a backup plan for any kind of weather change.
• Coat check: Ask if there is a coat check service provided by the venue.
• Electrical: Ask about the electrical and lighting options for a perfect ambience.
• Sound options: Inquire about surrounding sound options for music and acoustics.
• Privacy: Ask about other events taking place at the same time, to avoid overbooking.
• Surrounding environment: Check if any surrounding noises could potentially affect the event.

Additional Considerations for a 2025 Wedding

Lights at Wedding

As you get ready for your wedding celebrations in 2025.

1. Technological features: Check if the venue has any kind of technological integration, like a streaming service for guests who could not make it to your big day.
2. Sustainability: Go for wedding venues that have eco-friendly features.
3. Activity spaces: If the venue offers any spaces that could be used for different wedding-related activities for the guests, that’s a plus!
4. Safety Measures: Ask about the venue’s safety measures and protocols; make sure you find out if they are up-to-date.
5. Unique Experiences: If the venue has any good photography space or a beautiful view, that’s definitely to consider.

Now that we’ve gone through an extensive checklist of all the things that will help you decide on your perfect venue, let us show you how you can proceed next.

How to Use This Checklist

• Feel free to keep a copy of the checklist readily accessible on your phone or print it out.
• Reference the list during in-person visits to make sure you check every box.
• Use it to compare different venues while deciding on what each place has to offer.
• Put a priority on all the factors that are best suited for you and your partner while deciding on the perfect venue for both of you.

Finding the best options for a wedding venue all depends on what you and your partner are looking for. Everything might look good on paper but make sure to trust your gut and go with what feels right so that you can have a stress-free period of decision making. All in all, we are hopeful that this checklist will make the process a breeze to go through. We’re very excited about all the joy that your special day will bring to you!