A wedding is a once-in-a-lifetime event that every bride wants to plan and execute perfectly. One of the most important decisions to be made in this process is the choice of venue. The venue will have a big impact on the mood, style and budget of the wedding, so it's worth thinking carefully and researching the options. But how do you choose the best venue for your dream wedding? What factors should you consider? And how can a professional wedding planner help you?
In this article, I will explain what to look for when choosing a venue and the benefits of hiring a wedding planner to help you make this decision. The aim of the article is to provide useful information for brides who want to organize a stylish, elegant and sophisticated wedding with the help of a professional. In this article I will elaborate on the following points:
Wedding date and the expected weather forecast
Style and theme of the wedding
Size of the wedding and number of guests
Budget for the wedding
Other factors that may be decisive
How a wedding planner can help you choose a venue
If you are interested in this topic, read the article and follow my Instagram page for more tips and inspiration.
Wedding date and weather
The first step in choosing a venue is to decide when you want to have the wedding. This can influence the type of venue you choose (e.g. indoor or outdoor) and what equipment or facilities you will need (e.g. tent, heating, lighting, etc.). Of course, we cannot know exactly what the weather will be like on the day of the wedding, but it is worth finding out about average temperatures and rainfall, as well as seasonal characteristics.
If you're planning a winter or autumn wedding, you'll probably want an indoor venue that's warm and cosy. In this case, it is important to ensure that the venue has adequate heating and ventilation, as well as sufficient natural or artificial light. If you want to have an outdoor wedding, you will need to ensure that there is a tent or other covered area where guests can shelter from rain, snow or cold. In addition, it is a good idea to choose a venue that is close to accommodation so that guests don't have to travel far in bad weather.
If you're planning a spring or summer wedding, you'll probably want an outdoor venue that's fresh and natural. In this case, it is important to make sure that the venue has adequate shade and cooling, as well as sufficient water and refreshments. If you want to have an indoor wedding, you will need to make sure that there is air conditioning or a fan where guests can cool off from the heat. It can also be an important consideration for many Couples that the venue is away from noisy and busy areas, so that you and your guests can enjoy the peace and quiet and nature.
Whatever date you choose for your wedding, it's important to be flexible and prepared for the weather. So always have a plan B in case something doesn't go as you would like. For example, if it rains, have an indoor venue to move the ceremony or reception to. If it is too hot, have fans or air conditioners to cool the space. If it's too cold, have heaters or blankets to warm guests. And if it's too dark, have lanterns or candles to light the wedding.
As well as the weather, you also need to consider the day you choose for your wedding. In general, weekend days (Friday, Saturday, Sunday) are more popular and more expensive than weekdays (Monday to Thursday). If you want to save on venue costs, you should consider a weekday. However, in this case, you should be careful not to cause problems for guests who may be working or studying. If you insist on a weekend day, you should book the venue as soon as possible, as there is a good chance that others will be interested as well. It is also worth considering what events or holidays fall on the day you choose, as these can affect availability, price and traffic.
Style and theme of the wedding
The second step in choosing a venue is to decide what style and theme you want to have. This will determine the mood and atmosphere you want to create at the wedding. The style and theme will express our personality, our tastes, our values and our relationship. That's why it's important to choose a venue that fits the image and message of your wedding.
To choose a style and theme, it's worth gathering inspiration from a variety of sources, such as magazines, websites, films or even your own life. You may already have a concrete idea of the kind of wedding you want, or you may be just looking at the possibilities. Either way, it's important to be open and creative and not be afraid to try new things or combine different elements.
Based on the style and theme of your wedding, we can choose venues that suit the mood and atmosphere you want. For example:
If you want a romantic wedding, you can choose venues that are charming, intimate and beautiful. For example, a castle, a country house, a vineyard or a flower garden.
If you want a vintage wedding, you can choose venues that are nostalgic, elegant and stylish. For example, an old building, a museum, an antique shop.
If you want a modern wedding, you can choose venues that are trendy, simplified and innovative. For example, a stylish hotel, a gallery, a rooftop terrace or an industrial hall.
If you want a bohemian wedding, you can choose venues that are relaxed, colourful and creative. For example, a beach, a forest, a campsite or an art studio.
Wedding size and number of guests
The third step in choosing a venue is to decide how big a wedding you want to have and how many guests you want to invite. This will affect how much space you need for the wedding and what kind of arrangement you choose (e.g. tables, chairs, dance floor, stage for the band, etc.). When choosing the size and number of guests, you should consider the following factors:
The budget: usually the bigger the wedding, the more it costs. Therefore, it is important to determine how much you can and want to spend on the wedding and to tailor the guest list accordingly. If you want to save money, you should reduce the number of guests and invite only the most important people. If you want to be generous, you should expand the guest list and invite everyone you would like to share the day with.
Relationships: of course, there are situations where it is appropriate to invite someone to the wedding, whether for work or family reasons, but I usually advise couples to invite family, friends, colleagues, acquaintances, in particular, who they really want to celebrate the most important day of their lives together and who they want to share the couple's happiest moments. Inviting people with whom you have a bad relationship or who would disturb the atmosphere of the wedding is not recommended at all.
The location: when compiling the guest list, it is important to take into account the location. It is important to consider how much space there is at the wedding and how guests can be accommodated. For example, if you choose a small room, you cannot invite too many people because it can become crowded and uncomfortable. On the other hand, if you choose a large room, you cannot invite too few people, because the wedding can become empty and cold. Therefore, it is important to estimate the number of guests and choose a venue that is spacious and comfortable, but not too large or empty.
In addition to the size and number of guests, you also need to consider the layout of the wedding. This will also affect how guests communicate and interact with each other and with you. For example, if you are using tables and chairs, it is important to allocate the seats well and seat people next to each other who get on well or who you want to get to know each other. But if you are using a dance floor, it is important to have enough space for dancing and possible performances. Also consider having space for the ceremony, reception, cake cutting, and other programs.
Budget for the wedding
The fourth step in choosing a venue is to decide how much you can and want to spend on the venue. This will affect what services and extras you can afford (e.g. catering, drinks, parking, staff, etc.). To determine your budget, you should consider the following factors:
Market prices: in general, the more popular and better quality a location is, the more expensive it is. It is therefore important to be aware of market prices and compare different options. If you want to save money, you should consider venues that are cheaper but still meet your needs. For example, a nearby or lesser known venue, a weekday or a shorter duration.
Package deals: it is therefore important to decide what you need and don't need. It is not always worth ordering everything from the venue, as you may get it cheaper or better elsewhere. For example, if you have your own caterer or DJ, you don't have to pay the venue for these. However, if you don't have your own caterer or DJ, you may want to consider package deals that include these services.
The ability to negotiate: usually the better you can negotiate with the owner or manager of the site, the better the price and conditions you can get. Therefore, it is important to be skilful and decisive during the negotiation. We should not accept the first offer we receive, but try to bargain or come up with alternatives. For example, if you rent the venue for a longer period, you can ask for a discount or extra services such as cloakroom, sound system or cleaning. If you rent for a shorter period, you can ask for more flexible scheduling or cancellation conditions. If you want more services or extras from the venue, you can ask for a package deal or a special offer.
Other factors that may be important
If you're planning a rural wedding or expecting a lot of foreign guests, it's worth checking whether there is a sufficient amount of accommodation in or near the venue and what quality it is.
There are a number of wedding venues that can only be booked for a weekend if you rent for a minimum of 2-3 days. This of course has a significant impact on the budget, so it's definitely worth asking about this.
If there will be disabled guests at your wedding, be sure to consider how they can access the venue and what facilities they have (transport between different events, disabled toilets, etc.).
Parking: this is another key point, it is important to check whether there is sufficient parking either on site or in the immediate vicinity. This is key not only for the guests but also for the service providers, as in most cases an external provider will provide the sound and lighting, decorations, possibly furniture or even catering and cake. It is also essential for them to be able to easily access the venue and unload the trolleys.
Catering: no matter how much you like a venue, if they are working with an exclusive catering company or they have their own kitchen, it is very, very important to find out what are the experiences, feedbacks of the food. Menu tasting is often only possible after the contract has been signed, so if it turns out then that they are not of the right quality, it is unfortunately too late. A lot can depend on this on the wedding day, as no one wants you or your guests to leave with a bad taste in their mouths, so I cannot emphasize the importance of this!
How can a wedding planner help you choose a venue?
After the fourth step, we know roughly what kind of venue we want for our wedding and how much we can spend. But how do we find the best deal and book the date we want? And how do we make sure everything goes well on the wedding day? The answer to this question is simple: with the help of an experienced wedding planner.
A wedding planner is not only a service provider, but also a friend and a consultant who listens to you, understands your needs and ideas, and helps you make your dream wedding a reality. A wedding planner has the experience, expertise, contacts and references you need to help you find and book the perfect venue. They make it easy for you to choose a venue by doing the research, comparison, checking and booking for you. It will also help you to make sure you don't forget any important details or steps that could affect the use of the venue, including reminders about payment deadlines. A wedding planner will relieve you of the unnecessary stress and worry that can come with choosing a venue, leaving you more time and energy for other important things in the wedding preparation. He or she is always available to answer any questions or problems you may have about the venue and help you resolve any conflicts or difficulties. With a wedding planner, you can feel secure that everything will go smoothly on your wedding day.
Hiring a wedding planner is not only advantageous, it is also cost-effective. A wedding planner is not only a cost, but also a saving, because he or she knows the market prices and knows where and how to save or bargain. In many cases, you will get package deals or discounts from venues (and other service providers) that will make the final total more affordable or even give you extra services without any extra outlay.