You’re Engaged! 10 Things to Do Before Booking Your Wedding Venue
First off, we just want to say… Congratulations on your engagement! This is one of the most exciting times of your life. You’ve said yes, and now you’re gearing up to say “I do.”
One of the first (and biggest) decisions you’re likely to make is choosing your wedding venue. It’s tempting to jump straight into planning your dream wedding; however, before you start signing contracts or putting down deposits, there are some important steps that can make the process smoother and ensure your venue is the perfect fit for your big day.
As a wedding venue owner, we’ve put together this guide to walk you through the 10 key steps to tackle before you sign that venue contract, ensuring that your wedding planning starts on the right foot.
1. Celebrate and Take a Moment
First things first—take some time to soak in the joy of your engagement. Call your loved ones, share the news on social media (hello, engagement ring selfies!), and celebrate this special milestone. While the urge to start planning immediately might be strong, giving yourself a moment to enjoy the excitement will set a positive tone for the rest of your wedding planning process.
2. Determine Your Budget
Before you even think about touring wedding venues, it’s vital to set a clear budget. Your venue will likely be one of the most significant expenses—taking up around 30-40% of the total wedding budget. Sit down with your partner and any contributing family members to establish how much you’re comfortable spending on the entire wedding.
Once you’ve determined your overall budget, break it down. Consider what portion you’re willing to allocate to the venue and leave room for other essentials like catering, photography, and flowers. Having a solid financial plan will help you identify venues that fit your price range and avoid unnecessary stress later.
3. Outline Your Guest List
Your guest count is a significant factor in choosing the right venue. Are you envisioning an intimate affair with 50 of your closest friends and family, or are you dreaming of a grand celebration with 300 guests? Get a rough headcount early on to avoid the heartbreak of falling in love with a gorgeous venue, only to find out it won’t fit your 200 guests—or the opposite, overpaying for a space too large for your intimate wedding of 50 people.
Create a rough draft of your list, including close family, friends, and anyone who must be present for your celebration. Your final numbers may change, but having an accurate estimate will narrow down your venue options significantly.
Additionally, consider whether you’ll have out-of-town guests and what accommodations they might need. This could influence your decision on location and accessibility.
4. Envision Your Wedding Style
Do you dream of a rustic outdoor wedding or a glamorous ballroom reception? Defining your wedding style will help you narrow down your venue options. Think about the colors, themes, and overall vibe you’d like for your big day.
For example, if you adore greenery and natural light, you might want to look into garden venues or conservatories. If timeless elegance is more your thing, a historic estate or hotel ballroom could be your ideal fit.
Pro Tip: Save inspiration photos on Pinterest or Instagram and take them with you when visiting venues. This will help you discuss décor and customization options with venue coordinators.
5. Choose Your Wedding Date (or a Range of Dates)
While setting your wedding date can feel like a chicken-or-egg situation, it’s helpful to know whether you want a spring ceremony surrounded by blooming flowers or a cozy winter wonderland celebration. If you’re flexible on dates, you’ll have a better chance of securing your dream venue, as many popular locations book up far in advance.
Discuss your preferred timeline with your partner and family. Do you need to accommodate specific holidays or work schedules? Having a general time frame will make your venue search far more effective. And if you’re flexible with your date, you may even find better availability or discounted rates for off-peak seasons or weekdays.
6. Research Venues and Make a Shortlist
Now's the time to roll up your sleeves and start researching venues. Use Google, wedding blogs, and check for local wedding groups on Facebook to explore options in your preferred area. Don’t just rely on glossy images or fancy brochures—real reviews from other couples are invaluable. Read online testimonials to see what past clients loved and what challenges they faced when booking the venue.
Make a shortlist of venues that meet your criteria, and pay close attention to their capacity, pricing, and amenities. Once you have a shortlist of favorites, schedule venue visits. Being there in person will give you a much better sense of the space, lighting, and flow, while also allowing you to ask questions directly and get a feel for the staff.
7. Understand the Logistics
Before you get too attached to any specific venue, take a moment to consider the practical details. Here are a few questions to keep in mind:
Location: Is the venue accessible for your guests? Does it offer plenty of parking or nearby accommodations?
At Somos Family Weddings & Events, there are Airbnb options as close as 5 minutes away and hotels as close as 12 minutes away.
Weather considerations: Does the venue provide indoor and outdoor spaces? What’s their backup plan for bad weather?
At Somos Family Weddings & Events, we use the open-air covered pavilion as a backup plan (depending on size of wedding) and quickly flip to reception after the ceremony.
Amenities: Does the venue provide tables, chairs, linens, or on-site coordination? Or will you need to rent these items separately?
At Somos Family Weddings & Events, we have a lot of amenities and you can see what all in included in your rental here.
Restrictions: Are there noise curfews or guest count limits? Can you bring your own vendors?
At Somos Family Weddings & Events, we leave the choice of wedding vendors open for couples to find who fits their budget and vision; however, we do have a list of wedding pros that we are comfortable recommending and you can view them here.
Understanding the logistics up front can save you significant headaches down the line.
8. Discuss Your Priorities as a Couple
This is your wedding, so it’s important that the venue reflects both you and your partner. Sit down together to discuss your must-haves. Do you prioritize stunning photo backdrops, gourmet catering, or a standout dance floor?
Make a list of the features that matter most to you as a couple. What are your “must have” features or it’s a deal breaker? What are you willing to be flexible with? What are your “absolutely not” features or it’s a deal breaker? Use this list as a reference guide when evaluating venues.
9. Schedule Venue Tours
Once you’ve narrowed down your top choices, schedule tours to visit each venue in person. Pay attention to how the space looks and feels. Can you imagine yourself walking down the aisle there?
Bring a list of questions for the venue manager, such as:
What’s included in the rental fee?
Can we bring our own décor?
Is there a preferred vendor list?
Are there any additional fees we should know about?
Somos Family Weddings & Events has a list of faqs here on our website. See our answers and use our list as a guide for what to ask on your venue tours.
Ready to book a tour with Somos Family Weddings & Events? You can see the available dates/times here and choose one that works with your schedule.
Pro Tip: If possible, try to visit the venue at the same time of day as your planned ceremony or reception to get a sense of the lighting and atmosphere.
10. Consult With Vendors or Planners
If you’re working with a wedding planner or already have vendors in mind, consult them before booking your venue. Experienced professionals can provide valuable insights about venues they’ve worked at in the past.
A florist may know which venues have tricky décor restrictions, while a caterer can tell you how accommodating the kitchen facilities are. A planner, in particular, can help you evaluate whether a venue aligns with your overall vision and can fit the needs of your vendors.
Make Booking Your Venue a Joyful Experience
Booking your wedding venue is a big step, but it’s just one part of the bigger picture in your planning process, and the right preparation can make it a joyful milestone instead of a stressful chore. By doing these 10 things, you’ll set yourself up for a smooth planning process and ensure the venue you choose truly reflects your vision as a couple.
Once you’ve ticked these items off your list, it’s time to make that deposit and start dreaming of your big day!
Happy planning, and cheers to you as you start this exciting new chapter.
Our venue, Somos Family Weddings & Events, is a locally owned, family business. When planning your wedding, choosing a locally owned venue can make your day even more special and meaningful. These venues offer a level of warmth and care that’s hard to find elsewhere, with personalized service that makes every detail feel uniquely yours. Additionally, booking a local venue directly supports the community, helping small businesses thrive and contributing to the local economy. By selecting a locally owned space, you're not just celebrating your wedding—you’re creating heartfelt connections with the people and the place that make it truly special. In an effort to support locally owned wedding venues, we will feature five small business wedding venues in each of our blogs.
1908 Grand
The Barn at Twiggy’s
Yellowbrick on 39
Celestial Farms
Blueberry Hill Wedding Barn
