You mustn't take your wedding venue choice lightly, as it's one of the first major decisions in the wedding planning process. Everything from your décor to your attire will be influenced by the venue you choose for your wedding. How do you choose the right wedding venue out of the many available? This wedding venue guide showcases the different types of venues available and provides a checklist to help you get started. It also includes advice on what questions to ask a wedding venue. It shows you how different wedding venues look and how to find your dream venue. It also offers expert advice.

Wedding Venue: Checklist and Timeline for Every Couple to Know

Being able to understand the event's key details

Your clients can select a venue that suits their needs if you help them narrow down a few details. You might have a fantastic venue, but what's the point if you can only accommodate some guests? Before booking your venue, make sure to nail down a few key details to avoid wasting your (and theirs!) time trying out venues that aren't right for you.

  • What is the guest list for their event? Looking at the guest list with your clients is a good idea. You don't need to know the final number, but it will help you estimate how many people will attend.
  • You must determine when the party will occur as soon as you determine who is being invited. Verify that you don't have previous bookings on the dates they have selected from their shortlist of possible dates. Discuss seasonal availability and pricing variations to entice them with a deal.
  • Time is less important than the date but still worth considering. Do they have a specific time in mind for the ceremony and reception?
  • What is the budget they are willing to spend? The next factor to consider is their budget. Having an event involves more than hiring a venue. The costs of musicians, DJs, or photographers must be regarded as if they want to hire these services. Again, this is your chance to show them that you are a kind and knowledgeable business and are here to help ease their stress.
  • The location. Inform them about the various transportation options available to their guests to get to the venue. Inform them about nearby towns and accommodations if your venue is relatively far from their home. Collaboration with local businesses is great if your venue has a different accommodation.

Timeline + Wedding Venue Checklist – Month Wise

12 to 18 Months

  • Choose a time and place for your wedding
  • Estimate the capacity of the venue based on a preliminary guest list
  • Decide how your wedding will be styled and what type of venue will be used
  • Clubs, barns, churches, hotels, wineries, industrial, historical, modern, indoor/outdoor
  • Venues for research
  • Make sure the venue is within your budget and has a sufficient number of guests

12 Months

  • Book a Venue

6 Months

  • Venues should be reserved for the welcome party, rehearsal dinner, after-party, and brunch the next day.
  • If a coordinator is provided on-site, share vendor information with them
  • The venue needs to be rented and decorated.
  • Discuss timelines and menus with the caterer and bar service on site.
  • Check out our catering and bar services

1 Month

  • Contact the venue to confirm your arrival time
  • Please send the venue a schedule for the day and a floor plan layout.

Week Off

  • Meet vendors as they arrive with your planner/coordinator (or someone else)
  • The final number of guests to be counted by the caterer, bar service, and venue
  • Organize a rehearsal dinner for the whole bridal party and rehearse the ceremony.

Day Off

  • The venue should have all the accessories you need for the ceremony and reception.
  • It includes decor, signage, a guest book, a cake server, favors, and amenity baskets.
  • You can drop things off at your rehearsal if there is an event the night before
  • Before the venue's specified time, ensure all items are removed from the space. Don't get charged overtime!

Also Read: Choose the Perfect Wedding Venue for Your Big Day

Ask Your Venue These Questions

It's almost there. If you love the photos and reviews of a wedding venue and want to visit, If you're touring a venue, don't hesitate to ask questions. You need all the information you can get before deciding. Here are some questions you should ask every venue you tour when choosing a wedding venue.

  1. Do you have any availability? Are you available on my target date?
  2. Are there any additional fees (or what is included in your package)? What is the payment deadline?
  3. Does it matter if I pick a date in the off-season or not on a Saturday?
  4. How many people can you accommodate?
  5. Can public transportation be used to reach your venue? Is there parking available if not? Parking costs are paid by who?
  6. Does your company have an in-house caterer, or can we bring one?
  7. Can we bring our own alcohol, or do you provide alcohol? Does corkage cost extra?
  8. Can the ceremony be held here (if I so desire)?
  9. Does the company have a coordinator? Is my main contact going to be you? Is that person going to be at my wedding?
  10. Can I use any vendor I want, or is there a list of approved vendors?
  11. What's the plan when it rains?
  12. Do you have a climate control system?
  13. Can disabled guests stay at the hotel?
  14. Can you tell me about the restrooms?
  15. Could you please let me know if there are any additional rules I should be aware of, such as noise policies or restrictions on certain types of décor?
  16. When will I and my vendors be able to access the venue for setup and breakdown before and after the event?
  17. Is there going to be another event going on at the same time as my wedding?
  18. Can you tell me how the room will be set up? Is there a dance floor, and where will guests sit?
  19. Can I read your contract?
  20. Do you have a cancellation policy?
  • Ready to sign your venue contract? Congrats! Add your venue to your Vendor Manager on eVentGuru.