Time to Celebrate

Where to hold your wedding reception is a big decision. Not only does the venue make up a large portion of your budget, but also it sets the scene for your celebration of a lifetime. To help narrow down options, it’s best to have a plan.

photo by Glasser Images

Tip: Saturday nights and summer holiday weekends are popular for wedding dates and fill up fast. If you’re interested in these times for your celebration, book your venue immediately.

first things first

Start by creating your vision. Whether it’s from all the pins you’ve gathered or photos you’ve seen in magazines, you will start to see a theme emerge. From rustic settings with old-time charm to large event spaces that have a contemporary feel, your options for venue styles have limitless opportunity.

Next, it’s time to talk about the other “m” word – money. As hard as this may be, it is important to allocate your funds before starting your wedding arrangements. Although it is a large portion of your budget, you won’t want to spend every penny on your venue to find out that you can’t afford your ideal DJ. Review our budget basics in the back of this book to get started.

before you call

Have an idea of your guest-list numbers. No, this doesn’t have to be the final, setin-stone list – but it does give you a good idea of how many people you will need to fit into your venue. Sites have maximum capacities; having an estimate of the number of guests will allow you to narrow down your list right off the bat.

You’ll also want to have a timeframe in mind, as well. The best suggestion is to start with a season of the year and then pick three dates that work for you, your fiancé and close family and friends involved in the wedding. By having more than one date to choose from, you will be more flexible for venue availability and work schedules.

last but not least

When you are ready to sign on the dotted line, be sure to negotiate your contract. When discussing costs, especially for food and beverages, make sure to get the price inclusive of tax and gratuity. All details of your reception should be written in a contract signed by you and the venue representative.

photo by Glasser Images

setting your sites

discover your theme

The various types of venues are endless, ranging from a hotel ballroom with stunning interior design to rustic-chic vineyards.

form a search strategy

Browse through this magazine and use our website to find local venues for your vision.

have a phone interview

Ask a few basic questions about your date, prices and guest list. If a venue fits your initial criteria, then book a tour of the site. If you are using a wedding consultant, then go together.

inspect the venue

You will want to meet the staff and spend ample time touring the entire facility to ensure that the site’s ambiance will complement the style you have envisioned for your big day. Don’t be afraid to ask questions!

photo by Legacy Photo and Design

what to ask:

• What is included in the price? Are there overtime charges?

• What are the gratuity and sales tax to be added to these fees?

• When are the deposit and payment due?

• What is the cancellation policy?

• Are there reduced rates for off-season, off-hours or off-days?

• Are we able to hold the ceremony at the venue? Is there a fee?

• Does the facility provide security and additional staff, if needed?

• What are the fees to decorate the reception site?

• Can we decorate the venue ourselves? If so, when are we allowed to set up? What is the teardown deadline?

• Where can our guests park? Are there extra fees? Is there valet parking?

• Is there a list of approved vendors? Do you allow outside catering?