The Venue Search | Advice from A Raleigh Wedding Planner

Photo by Abigail Malone at the Wheeler House

Did you know 37% of proposals happen between November and February? Engagement season is upon us, which means many of you are embarking on the venue search. Your mind might be filled with thoughts of color palettes and floral design, but those happy day dreams are probably also peppered with thoughts like “What do you mean all the Saturdays in 2020 are already booked?!” So, for those of you with some new sparkles on your left hand, I’m sharing a little advice I hope equips you to dive into the venue search head first! Below are 3 to-do’s to check off before you hit your first venue tour, and 3 questions to ask when you get there.

3 To-do’s

1. Determine your budget. Money isn’t the average Joe’s favorite topic of conversation, but it’s crucial to have an honest conversation with your partner and anyone who may be contributing to your wedding budget. Whether it’s your parents, extended family members, or even if you’re paying for it all yourself, it would be irresponsible to book a venue without having a conversation about the number you’re working with. There are so many factors that go into determining your budget, so it’s always helpful to discuss with a planner if you have one. A couple helpful articles to get your conversation started:
   A) Average Wedding Cost
   B) Wedding Budget Breakdown

2. Make a preliminary guest list. Before you can consider a venue, you’ve got to know how many guests you’ll need it to hold. More often than not, couples’ guest counts turn out to be higher than anticipated. Trust me, you do not want to book a venue only to realize your guest count will max out the capacity. If you can manage to come up with a fairly solid estimate early on, you’ll save yourself the headache of trying to squeeze every last guest into a space that just can’t accommodate them comfortably. Plus- your guest count also has big implications for #1- budget planning!

3. Create list of possible (and not possible) dates. How long do you and your partner want your engagement to be? In what season do you want to get married? Keep in mind you may be able to save a bit on your venue cost if you get married during “slow season” (typically July-September and December-February) or on a day other than Saturday. If you know of any “no-go” dates (like a sibling graduating or a holiday weekend, etc.) make note of that, too.

Photo by Abigail Malone at the Wheeler House

3 Questions

1. What’s the rain plan? Rain can really throw you for a loop on wedding days. Even if your entire event is indoors, rain could still effect things like parking, load-in for vendors, and photos. Unfortunately, some venues just don’t offer a solid rain plan. Make sure you understand how rain would change the plan at each venue you tour. Would there be any additional costs? Would a room flip be required? Is a tent a possibility? How far will guests have to walk from parking in the rain? Is there a light-filled space where you could still take photos indoors? Of course your fingers are crossed that it doesn’t rain, but you’ll want to be ready if it does!

2. How many hours are allowed for set-up? Some venues allow you on site all day, others don’t give you or your vendor team access until much later. If you’re envisioning large-scale rental installations (like tenting, drapery, flooring, etc.) or intricate floral design, your vendors may need more time than you’d think. Furthermore, DIY projects that require on-site set up may necessitate more time than the venue contract allows. Ask each venue how many hours are allowed for set-up, and see whether they allow you to add additional hours if needed.

3. Are there any restrictions to note? Venues all have their own sets of rules, and some of those may come in tension with your expectations. Are you envisioning soft candlelight on every table? You’ll want to ask each venue whether they allow candles. Always dreamt of a sparkler exit? Ask if sparklers are ok. Wanting a late night party vibe on your dance floor? A venue under a 9pm noise ordinance is probably not for you. It’s great to know these kinds of restrictions up front so they don’t surprise you down the road. 

When I moved from Atlanta to the Research Triangle, I knew I needed to tour a whole ton of venues in order to familiarize myself with a new market. These guidelines were so helpful as I checked out lots of venues here in Raleigh and surrounding areas. I hope they will help you feel prepared and confident as you start the search for your wedding venue. Please don’t hesitate to reach out if there is anything I can help you think through- free of charge. Happy planning, friends!