How to find the Perfect Venue

In addition to being one of the biggest investments you’ll make while wedding planning, the venue also sets the tone for the entire event. It’s the glue that holds the whole day together, from the ceremony all the way to the last dance. Therefore, choosing your venue is a massive decision, whilst the subject might seem intimidating we can help you through the entire process. Including things you need to consider before you begin your search, different venue types, venue tours, questions to ask and what else to consider before you choose the one for you.

Venue: @hensolcastle Photographer: @purecreationsphotography

Before you start have your “Must Have List” ready, this will make life much easier. What's a must have list you ask...check out last weeks blog and "How to Start Planning", but you'll need to know your:

Preferred Wedding Date

Wedding guests numbers

Location

Budget

Wedding style

Wedding theme

Must Haves

Start by asking friends and family for recommendations, or maybe you’ve been to a wedding at a venue you loved, or you want something completely different. Then look online either by a simple Google search or using one of the many bridal wedding platforms such as Bridebook, Hitched or Coco Weddings; Instagram is obviously a good place to start.

Then draw up a short list of wedding venues, then do some more research and cross check against your list, ideally you want to choose between 3 and 5 venues to visit.

Types of Venues

Hotels

These will be either City based or Country House Hotel

Pros

Work well with large guest numbers

Country house hotels will have beautiful grounds for photographs

Have multiple rooms for guests to use, maybe some outside space

Tables and chairs will be provided

Accommodation onsite probably enough for all the guests

Likely to have an approved ceremony room

Cons

You won’t have exclusive use and you may not be the only wedding or function held on the day

Will have fixed menus so you will be tied to a traditional wedding breakfast

May have fixed suppliers for flowers, DJs, Styling you may need to use those provided by the venue

City venues won’t have anywhere outdoors for photos so you’ll be limited to indoors or will have to find somewhere nearby

@newhousecountryhotel @plasdinamcountryhouse @thevaleresort

Country Manor House or Stately Home

Pros

Guest numbers will vary between venues

There are likely to be beautiful outside gardens and grounds for photos and guests to mingle

There may be room outside for a marquee in the grounds increasing flexibility

Possible choice of caterers

Flexibility with suppliers and styling

Likely to have an approved ceremony room or options to marry outside

Cons

There may be no onsite accommodation or the number of rooms may be limited

There may be a venue hire fee as well as catering costs affecting your budget

It may be further for guests to travel

You may need to hire in marquee, tables and chairs etc.

They may have set suppliers you must use.

@shilstonehouse @brinsopcourt @gileston.manor

Castles

Pros

Guest numbers will vary between venues

There are likely to be dramatic and beautiful grounds for photos and guests to mingle

There may be room outside for a marquee in the grounds increasing flexibility

Possible choice of caterers and therefore menu

Flexibility with suppliers and styling

Cons

No accommodation on site

There may be a venue hire fee as well as catering costs affecting your budget

You may need to hire in marquee, tables and chairs etc.

You may have to organise everything yourself including power

Barn

Pros

Complete blank canvass allowing you to dress the venue

Free choice of caterers

Free choice of other suppliers

In the countryside so surroundings may be beautiful

Perfect for that rustic wedding

Cons

No accommodation on site or limited to a few rooms

Guests may have to travel so you may need to sort transport.

Unlikely to have an approved ceremony room so you may have to legally marry elsewhere

Maybe on a working farms, so consider the smells

Wellies will be a must

You may have to organise everything yourself including the clean up

There may be noise restrictions due to the countryside location

@kingscotebarn @oxleazebarn @upcote_barn

Outside/Gardens

Pros

Complete blank canvass allowing you to dress the venue but you wont need much in the way of greenery or florals

Celebrant wedding will be a must so your ceremony will be completely bespoke to you.

Free choice of caterers and other suppliers

There will be many opportunities for gorgeous photos

Plenty of room for guests to mingle during the day

Cons

No accommodation on site

Guests may have to travel so you may need to sort transport.

Unlikely to have an approved ceremony room so you may have to legally marry elsewhere

You will need to hire a marquee, table & chairs crockery & linen adding to your budget.

There may be noise restrictions due to the location

What if it rains?

@mataracentre @oldwalls @llandoughcastle_gardenweddings

Once you’ve narrowed it down to a handful of options, it’s time to make contact with the venue and arrange a tour.

What to expect from a venue show around

Before you visit

Decide who you want to join you for the tour. Along with your partner, you may want to bring along your wedding planner, your parents, your maid of honour or close friend. Keep the group small, its always possible to book a second visit if needed, but don’t be afraid to bring those you need, including someone who is not afraid to ask questions.

Get directions and parking information

Knowing where to find the venue, where to park and where to go when you arrive well in advance will save a lot of stress on the day. No one likes to be late and stressed on their first visit. If you’re not

Schedule plenty of time

Appointments can take anywhere between 30 minutes and 2 hours, so if you’re scheduling more than one visit in the day make sure you leave enough time between appointments to reach the next one. Its worth checking with the venue how long their appointments usually last. Having time to discuss and absorb everything between tours will make the decision making process easier.

Do your homework

Check the venues website, social media and any brochures they’ve already sent you so you’re up to speed on each venue. Prepare a few questions you might want to ask.

At Your Appointment

Be Organised

Bring your notebook with your prepared questions and in which to write notes; there’s always lots to take in and your Must Have List so you can tell the venue your numbers etc.

Wear practical shoes

Depending on the location you may be on your feet for some time, you may have to walk through, mud, grass, sand or gravel, so wear sensible and practical shoes for the setting.

Also note that if the ground is an issue for you during the tour, it will be difficult for your guests. Make a note of these concerns and remember to tell your guests, or consider providing alternative footwear on your wedding day such as flip flops, heel plugs or wellies.

Make Notes

In addition to key information about the venue itself you’ll need to make notes about the key personnel such as the wedding coordinator, the on-site caterer and any recommended suppliers.

Relax and take it all in

Don’t feel under pressure to get everything right on the first visit, in fact it’s to your advantage to consider the options and make sure you have the right venue; you can go through all the finer details on a second visit. Don’t feel under pressure to book on your first visit to the venue, some venues are known to try and entice you with a low booking fee to hold your date, a responsible venue will provisionally hold your date for a few weeks whilst you work things out.

Take plenty of photos

Naturally if you love the venue you’ll get wrapped up in all the excitement on your viewing but don’t forget to take lots of photos, especially of the key areas such as ceremony space, drinks reception, wedding breakfast, grounds, where the DJ or band will go, types of chair etc.

Ask questions

Come prepared with your list of questions and if they haven’t been answered by the end of the tour remember to ask them. Having a conversation with your tour guide and asking lots of questions will not only help them tailor the tour to you personally but help them understand more about you. This is especially important if you’re not working with a wedding planner. In many ways your venue coordinator will act as your wedding planner as far as the venue goes, so it’s essential to get to know this person as soon as possible.

Ask for a formal quote

Ask the venue coordinator to send you a formal quote based on your requirements and their terms and conditions for you to review. Also ask them for the booking procedures, deposit amount and when the balance is due. This will help you with your budget.

@originalmarquees

How to Choose the “the one”

Once you’ve visited all your shortlisted venues it’s time to make a decision. Take time to weigh up all your options, read through your notes and brochures, compare costs and compare to your Must Have List. If you have further questions get in touch, if you need to see the venue again, do it. Ask family and friends for their opinion but remember at the end of the day it’s your wedding day, so the choice is ultimately yours.

Once you have some solid choices, ask yourselves the following questions:

Is there a date available that works for you?

Does the venue meet your numbers

Does the venue meet your theme or style

Do you have exclusive use of the venue. If not is that something you can live with

Does the accommodation options meet your requirements

Is the location suitable

Does it realistically meet your budget

Can it accommodate any extra events you might like over the weekend such as welcome dinner the day before or brunch or lunch the following day.

Does the venue have clear or efficient communication, do they answer the phone or emails promptly. Can you work with the venue coordinator.

Does it allow you to have your “Must Haves”

Above all else does it feel right, as well as meeting everything on the must have list, does it suit you and your personalities. After all the venue will set the tone for the day and you need to feel relaxed to celebrate your day somewhere that feels right.

Once you've chosen your prefect venue ask to provisionally hold a date for a few weeks whilst you check out catering options and look at others suppliers. Ask your venue for recommendations but don't be afraid to do you're own research.

If you would like help searching for your perfect venue or planning your wedding get in touch via hello@magnoliaandmeconsultancy.co.uk and check out our website www.magnoliaandmeconsultancy.co.uk