We cannot emphasize it enough: Preparation is everything. Before you reach out to a potential venue, you want to make sure you have a solid foundation of knowledge at your disposal. This groundwork will enable you to narrow your initial venue list, so you can later ask the right questions and ultimately choose the perfect wedding venue.
So before you reach out to a venue, make sure you do your homework. Trust us: You’ll be happy you laid the groundwork early. As your wedding planner will surely tell you, a lot goes into choosing the perfect wedding venue.
1. Select Your Wedding Planner
photographer: Kieran Harnett | planner: Tara Fay Events || photographer: Allan Zepeda Photography | planner: Rafanelli Events
Yes, really. While most couples choose their venue first, we always recommend starting your wedding planning journey by hiring a wedding planner. Trust us, you’ll want to make sure your planner is with you during every major decision.
Full-service planners take the stress out of the planning process from start to finish. Their vast experience allows them to know which venues will be a good fit for right from the beginning. They’ll also be able to draw from their trusted network to connect you with a venue that matches your priorities. For example, they’ll know which venues allow outside caterers, which venues are the most ADA accessible, and so on.
In the above images, you can see how expert wedding planners Rafanelli Events and Tara Fay Events are there at the final moments to make sure their clients’ celebrations are a success — and that every little detail is perfect. It’s this type of thoroughness and hands-on planning that results in beautiful weddings, no matter the venue.
PartySlate is here to connect you with the best wedding planners near you. Click the button below to browse our curated planner directory. Use the filters to narrow your search by location, services, and more. Look to the “featured” tags to find PartySlate’s top recommendations. If you see a planner you like, make sure to check out their PartySlate profile to see real examples of their work. If you like what you see, you can reach out from the directory.
2. Brainstorm Your Budget
photographer: LaCour Images | venue: Hilton Chicago || photographer: Butler Photography | venue: SPACE EVENTS
First and foremost, know a general idea of your wedding budget. From there, you’ll want to know which part of your budget to allocate to venue fees. Venue and catering costs typically make up 40 percent of your budget, so it’s essential to go into your venue search with a rough idea of how much you want to spend on an event space.
Remember, not all venues offer the same services or amenities. With a raw event space, you’re more likely to need to budget for rental items like glassware, a dance floor, etc. Hotel spaces tend to include catering costs in their venue fee, saving you from allocating a portion of your budget to an outside caterer. It’s all a matter of knowing what’s available and what’s important to you. For instance, see how a venue like SPACE EVENTS allows for complete customization while Hilton Chicago comes with built-in classic décor.
Pro Tip: Make sure you consider hidden wedding costs when determining your budget.
3. Consider Your Guest Count
photographer: Duke Images | venue: The Ritz-Carlton, Laguna Niguel || photographer: Henry + Mac Photo Co. | photo courtesy of Mavinhouse | venue: Institute of Contemporary Art Boston
Before you reach out to a venue, you should know your general guest count range. All venues have a maximum guest capacity; so it’s important to rule out any venues that are unable to accommodate everyone on your list.
Additionally, you’ll want to research the layout of a venue (stay tuned: PartySlate can help) to ensure that it can comfortably host your guests. Are you planning on having a cocktail reception? What about a live band? Guest count and venue layout go hand-in-hand. This important step will help you rule out some venues right from the start.
Remember, many venues like The Ritz-Carlton, Laguna Niguel and Institute of Contemporary Art Boston book up over a year in advance, so it’s advantageous to be flexible. Moreover, flexibility could save you on venue costs. Most venues have rates that vary by season and day of the week. Ask yourself how important a specific time or season is to you and your guests.
4. Know Your Location
photographer: Love Is Wedding | photo courtesy of: Dash Entertainment | venue: The London West Hollywood || photographer: leila brewster photography | photo courtesy of: Couture Events California | venue: Waldorf Astoria Monarch Beach Resort & Club
Beyond deciding whether you want a destination wedding or a celebration close to home, you’ll need to decide which aspects of any given location are most important to you. Some factors to consider include:
- Proximity to airport, transportation system, and parking
- Hotel and lodging availability
- Access to dining and entertainment for out-of-town guests
- Views and scenery
- Crime rates and safety
Weather and season also plays an essential role in selecting your venue type. In a state like California, you might want to opt for an outdoor celebration like a rooftop wedding at The London West Hollywood or a ceremony with ocean views at Waldorf Astoria Monarch Beach Resort & Club. On the other hand, colder climates may lead you toward more weather-safe options like ballrooms or raw spaces.
5. Take Venue Types Into Consideration
photographer: Janelle Carmela photography | venue: Boston Public Library || photographer: Duy Ho Photography | venue: The Westin St. Francis
Venues like Boston Public Library and The Westin St. Francis offer distinctive amenities and design features. Some venue types will offer more flexibility or in-house amenities than others, so it’s essential to know your priorities. An industrial warehouse is more easily transformable, while a ballroom is more likely to include key rentals like tableware, seating, a dance floor, etc. See below for which venue style suits you best:
Luxury Ballrooms
For a classic wedding celebration, consider a hotel ballroom like Waldorf Astoria Chicago Hotel. Hotels offer the convenience of an in-house catering team and on-site event manager. Plus, you can avoid additional rental fees with included tableware, seating, and more.
Raw Spaces
Creative couples will love how a raw space like The Revery LA can accommodate any design or vision. While raw spaces may require off-site vendors and rentals, these blank canvases often allow for epic ceiling installations, projection lighting, and unique furniture options.
Museums & Landmarks
For a grand space with stunning architectural details, consider a museum or landmark like Philadelphia Museum of Art. Plus, museums often offer gallery tours as add-ons to complement more traditional entertainment options. Best of all, these venues often feature multiple event spaces, providing a seamless event flow from ceremony to reception.
Outdoor Venues
If scenery is a priority, consider an outdoor venue like The Lodge at Torrey Pines in La Jolla, California. Whether you choose a rooftop with epic city views, an arboretum with tranquil gardens, or a rustic lodge with manicured lawns, you’re bound to have stunning photo ops at every moment.
Restaurants & Bars
For a more intimate wedding, consider hosting your celebration at an upscale restaurant like Bryant Park Grill in New York City. Private dining allows couples to simplify the planning process with the convenience of in-house catering and built-in décor. Moreover, private dining rooms frequently feature on-site staff to assist with day-of service.
Use PartySlate to find your ideal venue space. Click the button below and utilize the filters to narrow your search by venue type and more. If you see a venue that you like, make sure to click into their PartySlate profile to see real weddings hosted in the space. You can also reach out to a venue right from the directory, eliminating the hassle of contacting venues at a later time. Then, once you’ve narrowed your list, make sure to read “Every Question to Ask Before Booking a Wedding Venue.”
People Also Ask
Where can I find more resources for planning my wedding?
Planning a wedding involves many steps. Make sure you don’t miss a beat with the following resources. Click below for a behind-the-scenes look at some of our couple’s biggest pain points — and learn how to avoid any unforeseen roadblocks .
Where can I find more wedding inspiration?
Sick of dead ends on Pinterest? PartySlate is your one-stop-shop for finding the best wedding and event inspiration. We look through thousands of real events each day to discover the latest trends as well as classic ideas that never go out of style. Click on the guides below to take your mood board to the next level. With PartySlate, bringing your vision to life is as easy as a click of a button.
featured planner
Rafanelli Events
This team, led by icon and tastemaker Bryan Rafanelli, consistently wows us with their creativity and breadth of events. Their custom approach and attention to detail conjures inspired celebrations that evoke emotion every time. photographer: LA76 Strategic Design
featured planner
Tara Fay Events
Tara Fay Events is an Ireland based event planning firm renowned for tasteful celebrations around the globe. We love Tara Fay’s dedication to creating your dream event, ensuring that ever single detail contributes to the narrative – and flawless execution. photographer: Corbin Gurkin