The Montoya Collective

Wedding planning can seem like a daunting task — especially right at the beginning. Where do you even start? The most important thing is to take it one step at a time. Not everything has to be decided in a day. You have time.

But really, where do you start? Well, the first step is to hash out your budget. Make sure you do this before making any decisions, or you could find yourself in a hole right out of the gate.

After finalizing that, your next step is to start looking for a wedding venue. So much of your entire wedding revolves around your venue. Not only is it the biggest financial decision you’ll make (48-50 percent of your wedding budget will be used for your venue), but your guest count, style, date and more will all depend on which venue you choose. But don’t worry! We have created a list of the five most important things to keep in mind when looking for a wedding venue to help you navigate through the search process.

1. The Basics

The first step in looking for a wedding venue is narrowing down your pool of options. This will save you significant time in the long run, because you won’t take tours of venues that simply don’t fit your needs. At this point, you know what price range you’re looking for. You also probably have an approximate guest count in mind. While it doesn’t have to be exact, it will be enough to know if you need to cross the 100-person venues off your list or not. And the other basic need is the date — I recommend going into venues with a few dates in mind. Then start making phone calls. Find out if a venue meets your basic needs or not, and if they do, schedule a tour!

Knowing those factors right off the bat will keep you from looking for a wedding venue that was never a good possibility for your wedding from the start. After that, it’s time to dig a little deeper and see what the venue has to offer you in terms of their policies and procedures.

2. Access Times

Access times can vary greatly between different venues. While some venues allot four hours for setup, teardown and the event itself, there are others that give you 12 hours or even two full days of access. This is an important thing to keep in mind when it comes to your overall timeline. It can be stressful to be on a tight timeframe on your wedding day. I have had brides tell me stories of their venue kicking them out of their own reception because time was up. So access times can be such a stress-reliever — not only do you get to enjoy your big day, but you can also take your time setting up beforehand.

Another thing to keep in mind is your rehearsal. Does the venue give you access the night before so that you can hold a rehearsal with your wedding party? If not, you’ll need to adjust your timeline to have a rehearsal the day of. There are certain venues that will give you access the entire day before, so you can even hold your rehearsal dinner in the space and save the cost of another venue! 

Tiffany Rea Photography

3. Preferred Vendors

Depending on a venue’s vendor policies, this is an area where you can save some significant money. Some venues have certain caterers they require you to use. Many times, these required caterers are in-house, which is where the venue makes the majority of their margins. It can really be a budget-buster if you book the venue for a reasonable rate, and then realize that you have to spend way more than you allotted for food. Make sure you ask about preferred vendors — if they have them and who they are. 

Another policy to consider is whether or not you can bring in outside food. This can be a game changer if you’re trying to save money. Providing your own dessert bar, for example, can cut major costs. It also provides the opportunity for a friend or family member to make your food, if you’re lucky enough to know a good cook!

Similarly, some venues will allow you to provide your own alcohol — this is a huge money saver because you aren’t paying for alcohol that is marked up by the venue or bartending service. You will likely have to hire a licensed bartender to serve the alcohol, but even after paying that cost you’re still coming out cheaper than purchasing your alcohol through the venue. Bottom line, vendor restrictions have a huge affect on the flexibility and cost of a venue, so make sure you’re clear up front what the policies are.

MGB Photo

4. Venue Manager

Your contact at a venue isn’t something that will be listed on a website, it isn’t a policy or a procedure, but it is oh-so-important to your overall venue experience. From the time you first inquire about the space to the very end of your event, the venue manager will be a part of every step. It will make your planning process so much smoother if the manager is easy to get ahold of, quick to respond, accommodating and flexible.

When you start the process of looking for a wedding venue, pay attention to how long it takes the venue manager to get back to you after your initial inquiry, if they’ll work with you on scheduling a time for a tour that fits your schedule, and if they are engaged in helping you find your perfect venue. There will be times you need to come look at the venue to get more ideas, measurements and details about the space. And you’ll have one-off questions throughout the process about the small details of your wedding. You don’t want to have to wait days to hear back or weeks to come look at the space again. Reviews can be helpful regarding this — since it’s not something you find on the FAQ page.

5. What’s Included

Another factor that can affect your budget is what comes included in the space. Some venues have lower rates, but you have to rent out furniture, linens and decorations separately. Other places have higher rates but are all-inclusive. If you are a DIY-er, then finding a cheaper venue that allows you to bring in your own stuff can really help you save money and turn the space into your dream venue. This way you aren’t locked into certain colors, setups or styles. Although it might require more planning, it can provide you more flexibility in getting exactly what you want out of the space. 

If you are looking for simplicity, then try to find an all-inclusive venue. Sure, you might spend more money overall, but it's more convenient. Either way, make sure you know exactly what comes included on the front end, so you are sure to stay on track and on budget!

LAYERS Photography

There are so many factors to consider when looking for a wedding venue. But at the end of the day, figure out what your priorities are and base your decision off that. There is something to be said for that gut feeling when you first see a place. Trust the process and you’ll find the perfect place for your wedding day. And remember to have fun with it — this is the biggest day of your life! 

Brandi Mikula runs The Fayetteville OPO, a classic and unique wedding venue located in the heart of downtown Fayetteville. Whether you’re looking for a wedding venue or just curious about the space, feel free to reach out, she’d love to hear from you — brandi@thefayettevilleopo.com.