Updated: 5/23/2025
Choosing a wedding venue is one of the first and often challenging decisions in wedding planning. The venue not only sets the tone for your theme and atmosphere but also serves as the stunning backdrop for many of your cherished photos. Finding “the one” can be quite a journey! While many aspects of a wedding can be flexible, a great location is essential. You want an event space that fits your budget, accommodates your guest count, and reflects your personal style. To help make this important decision easier, check out our 12 tips for selecting the right wedding venue!
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Start Your Venue Search Early
Imagine falling in love with the perfect wedding venue—only to find out it’s booked solid for the next year! Popular wedding venues and vendors book up fast, often a year or more in advance. If you have your heart set on a specific location or have already locked in a wedding date, don’t wait—start your search and schedule site visits as soon as possible to secure your dream venue.
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Time of Year
Every season brings different advantages and challenges. Whether envisioning an indoor or outdoor ceremony, consider factors like unpredictable weather. In the South, temperatures can be wildly inconsistent—May might feel like winter, and November like midsummer! Ask venues about their heating, cooling, and climate control options.
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Rain Plan
If you’re dreaming of an outdoor wedding, know what Plan B is and make sure you love it as much as Plan A! Some venues don’t offer equivalent indoor spaces or enough staff to transition from ceremony to reception, which may require renting a tent or alternative seating arrangements.
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Location, Location, Location!
Choosing the perfect wedding venue is about more than just aesthetics—it’s also about convenience. While this is your special day, you don’t want to make it a logistical puzzle for your guests! Consider the following when selecting your location:
Proximity to Airports: Will out-of-town guests have an easy way to get there?
Nearby Accommodations: Are there hotels or vacation rentals within a reasonable distance?
Accessibility: Is the venue easy to find, or tucked away in a remote area?
Guest Needs: Is the site wheelchair-accessible or equipped for those with mobility concerns?
Parking: Is ample parking available, or will guests need to arrange transportation?
Traffic & Timing: If you’re hosting a weekday wedding, factor in rush-hour traffic, especially in bustling cities!
While convenience is ideal, don’t be discouraged from choosing a secluded destination or adventure-style venue! If your dream location requires extra travel, make it as effortless as possible by providing detailed directions, transportation options, and helpful tips on your wedding website and invitation inserts. A little planning goes a long way in ensuring your guests arrive relaxed and ready to celebrate!
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Hire a Wedding Planner
If you want to work with a wedding planner, book them before you choose your venue. Planners can help find the best fit for your vision, guest count, and budget. They are more familiar with how to lay out a space and the time and items needed to transform it. Often, planners wish they could turn back time and show clients a venue that would have been a better fit for them and their style and budget.
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Create Your Guest List
Yes, before you start looking at venues! Your guest list will determine the size of the venue you will need. It also helps to know if you have any guests who have special needs, like handicap accessibility, etc. The guest list also helps create your budget, as some costs depend on the number of people you invite. Remember, Google Spreadsheets are your friend! To save you some time, we created this Guest List Spreadsheet, which you can download and use as is or customize.
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Set Your Budget
The wedding budget is a crucial aspect of your big day! The venue often takes the most significant portion of the budget, but additional costs like tables, chairs, linens, catering, and various fees can add up quickly. Remember to consider taxes, gratuities, and service charges as well.
Confirm the total cost breakdown before booking and ask key questions during venue visits to avoid surprises. Once your overall budget is set, break it down by category and prioritize the vendors that matter most to you. If you need help determining allocations, consult a local wedding planner for advice specific to your area. To help keep everything on track, we’ve created a free Wedding Budget Spreadsheet with essential expenses to simplify your planning.
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Determine Your Wedding Style & Vision
Follow your hearts! Your wedding should reflect who you are as a couple. Let your personalities shine through in the celebration. If you both love food, consider a venue that allows you to showcase your passion for cuisine. On the other hand, if you prefer nature, you might want to explore outdoor venues like parks or farms. Looking for inspiration? Check out our blog for ideas from Nashville-area vendors.
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Prioritize Your Must-Haves
Make a list of your non-negotiables, whether it’s in-house catering, ample parking, or breathtaking architecture. This helps filter out venues that don’t meet your needs.
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Ask Questions
When shopping for a venue, it’s important to know what is included in each rental fee and what restrictions each has. Here are some examples of things you might ask:
- What is included in the rental fee, such as tables, chairs, linens, and décor?
- How many hours do you have access to the venue, including setup and cleanup time?
- Are there any required vendors, such as catering, coordinators, or rental companies?
- Is the venue accessible for guests with disabilities, including ramps, elevators, and restrooms?
- What are the policies on food, alcohol, and special décor, such as candles or sparklers?
Each venue is different, so ask questions before you sign on the dotted line. Not sure what all to ask? We compiled a comprehensive list of 101 questions to ask. We compiled a comprehensive list of 101 questions to ask. Download your Free copy of 101 Questions to Ask Your Venue.
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Compare Apples to Apples!
If you are looking at some venues that are full-service and others where you can bring in your own vendors and décor, do your homework and get pricing for the items not included so you can compare equally. And remember, oftentimes included rentals are typically more basic (white linens, standard flatware, banquet chairs, etc.), so you may still end up paying more to rent items that fit your vision better, which will add to the venue budget. If your venue has in-house catering with a food and beverage minimum, factor in taxes and gratuities, as service fees can significantly impact your final budget. Careful planning ensures you avoid surprises and stay within your financial comfort zone. All the details can be hard to sort and compare, so we have put together a Venue Comparison Spreadsheet to help make it easier.
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Trust Your Gut
After several site visits, you may end up with a list of venues that check all the boxes. Then it comes down to choosing the venue that feels right. If you’re lucky enough to have multiple venues that fit your overall criteria and budget, pick the one where you can imagine saying I do!
Pro Tip:
Ensure everything discussed is included in the contract. Staff turnover happens, and verbal agreements may not be honored unless they’re in writing.
Choosing the perfect wedding venue is one of the most exciting—and important—decisions in the planning process. By defining your must-haves, asking the right questions, and carefully comparing options, you’ll set the stage for a celebration that feels uniquely yours. Whether you dream of an elegant ballroom, a rustic barn, or a scenic outdoor escape, finding a venue that fits your vision and budget will ensure your day is as magical as you’ve imagined. With thoughtful planning and a little intuition, you’ll walk into your wedding venue knowing it’s truly the perfect place to say, “I do.”
Photo Credit: Wilde Company