How to Choose a Wedding Venue: What to Look For (and What to Look Out For)
- Kim
- Mar 27
- 5 min read
If you’re newly engaged (yay!), choosing your wedding venue is one of the first big decisions you’ll make. It sets the tone for the entire day, impacts your design, and can affect your budget in ways you may not expect. No pressure, right?
But don’t worry - we’ve helped hundreds of couples navigate this process, and we’re spilling the tea on what really matters when touring venues, what sneaky surprises to watch out for, and how to make the most of the space you choose.
How to Choose a Wedding Venue: What to Look For on a Venue Tour
There’s more to a venue than pretty walls and chandeliers. Here’s what really matters when you’re walking the space:
Capacity & Layout – Can it comfortably fit your guest count? How does the flow work for ceremony, cocktail hour, and reception?
Availability – Is your dream date open, and are there any time restrictions?
Style – Does it align with your vision and overall design preferences? Rustic charm or modern glam - what’s your vibe?
Parking – Will guests be able to easily park? Is there a cost? Is valet an option, or is that an added cost?
Getting Ready Spaces – Are there bridal/groom suites, and can you use them all day? Check to see if they are comfortable, spacious, and available for the full day.
Photo Opportunities – Check for scenic spots within the venue and whether there are any restrictions on where photographers can shoot.
Guest Comfort & Accessibility – Think ramps, elevators, and shade if you’re planning outdoors. Ensure the venue is accessible for elderly or disabled guests. If your venue is historic or outdoors, do you need to rent additional restrooms?
Restricted Areas – Some parts of the venue (gardens, rooftops, private rooms) may be off-limits for guests or photos.
Plan B – What’s the rain backup plan, and are you actually okay with it - or will it ruin the day? Will there be an extra charge for last-minute tent rentals or indoor backup options? Confirm contingency options in case of bad weather.
Photography by Cristina Pruitt
The Fine Print: Restrictions You Might Not Expect
Here’s where things can get a little…tricky. Every venue has its quirks, but these are some of the most common (and surprising) limitations couples don’t see coming:
Sound Ordinances – Many venues, especially outdoor or residential ones, have strict cut-off times for music.
Decor Limitations – Some venues prohibit sparklers, confetti, hanging installations, or open flames. Others may have strict rules against real candles, nails, tape, or command hooks. Additionally, certain locations do not permit drilling, staking into the ground, or live animals. Be sure to check these policies, as they may impact your design plans.
Pet Policies – Some venues may prohibit pets to protect delicate furnishings, floors, or gardens. Excessive barking or disruptive behavior may not be tolerated, and some venues may have size or breed restrictions
Set-Up/Load-In Times – Limited access times may affect vendor setup and takedown, potentially leading to extra fees and staffing costs.
Preferred Vendor Lists – You may be required to hire from their list, especially for catering and bar. This could also limit your selection of outside florists or planners. Does the venue require a professional coordinator or planner to be present from start to finish for managing vendors?
Alcohol Mandates – Some venues only allow alcohol through their in-house bar service or require a licensed bartender.
Guest Count Limitations – Fire code or space restrictions may cap your guest list, even if the space looks large enough.
Insurance & Security – Some venues require event liability insurance. Large venues or those serving alcohol may require security personnel, which can be an added cost.
Power & Electrical Limits – Yes, even electricity can be a factor - especially with lighting, entertainment or catering equipment!
Questions to Ask Before You Book
Besides all of the above (we know, it’s a lot), here are some key questions you should ask:
Are there hidden costs, like corkage or cake-cutting fees?
What’s the deposit and payment schedule?
Are you allowed to rehearse the ceremony onsite?
What’s included (tables, chairs, linens, lighting, etc.) in your rental, and what needs to be rented separately?
PRO TIP: Always ask about service fees, gratuities, bar minimums, and overtime charges.
The Hidden Costs No One Talks About (But We Will!)
Let’s talk money - because no one likes surprise charges after they’ve fallen in love with a venue. Here are a few line items that can sneak into your contract if you’re not paying close attention:
Service Charges & Admin Fees – Many venues tack on a service charge (20–25%) to catering and bar packages. And no, that’s not the same as gratuity! On top of that, some add administrative fees (usually 5–10%) that don’t go directly to staff.
Catering & Bar Minimums – You might be required to spend a minimum amount on food and beverages, even if your guest count is lower. Bonus surprise: there might also be cake-cutting fees ($2–$10 per slice) or corkage fees ($15–$30 per bottle) if you’re bringing in your own wine or champagne. If there's not a full kitchen, caterers may need to bring extra equipment, adding to costs.
Overtime or Early Access Fees – If your celebration runs past your contracted time (or vendors need access earlier than allowed), venues may charge hourly fees - for every vendor onsite.
Cleanup & Damage Charges – Be cautious with things like wax candles, glitter, or glass décor. A refundable security deposit might not come back if there’s any damage or excessive mess.
PRO TIP: Ask to see a sample contract (or better yet, have your planner review it with you) so you’re crystal clear on what’s included - and what’s not.
Photography by Gracie Byrd Jones
Making the Most of Your Venue
Once you’ve locked in a venue, you’ll want to lean into everything it offers. Here’s how:
Highlight Architectural & Natural Beauty – Arrange seating to frame scenic backdrops like mountains, vineyards, or waterfronts. Enhance original details like fireplaces, chandeliers, or exposed brick with complementary décor.
Work with the Existing Color Palette & Style – Choose a color scheme and décor that complements rather than competes with the venue's existing tones.
Get Creative with Lighting & Sound – If your venue has dramatic chandeliers or skylights, schedule key moments (like the first dance) to be under them. Utilize outdoor lighting (string lights, torches, or uplighting) to enhance ambiance at night. If the venue has in-house sound systems, use them to optimize speeches and entertainment.
Enhance Guest Experience with Layout & Flow – Ensure easy navigation between ceremony, cocktail hour, and reception areas.
Final Thoughts
Choosing a venue is a big decision, but with the right questions (and a planner who’s seen it all 👋), you can confidently choose a space that fits your vision and supports a stress-free wedding day. If you’re feeling overwhelmed - we’ve got you. Venue logistics are kind of our thing.
Let’s find the perfect backdrop for your best day ever. Reach out to get started.💌
