What to look for when choosing the perfect wedding venue

Photography by Lovell Pictures

Firstly, Congratulations on getting engaged!

I trust you’ve taken the time to make the announcement to your close family and friends, as well as making the all-important social media announcement to the world! After all, you did just get engaged!

It doesn’t usually take very long after your engagement for people to start asking questions like when are you getting married and where will it be?

Now the fun really begins!

Choosing the perfect wedding venue can be a little daunting, but it’s almost always at the top of everyone’s list. Picking your venue is a decision that should never be rushed because you want the venue to be right for you.

There are lots of things to think about when you are shopping for the right wedding venue. Being a wedding videographer, I get to see all manner of wedding venues around the UK, but particularly wedding venues in South Wales. From my experience filming countless weddings, I have compiled a list of a few key questions that I feel could help you in your pursuit of the perfect wedding venue.

Make it easy for yourselves.

Social media can be your best friend in the search for a venue because it’s an endless reel of beautiful images and videos of some of the best venues that not only South Wales and the UK, but the whole world has to offer.

Your next step is to reach out to any venues who take your fancy and then requested a brochure. Take your time to look over what they offer and if you are happy, now it’s time to book the viewing.

From personal experience I’d recommend narrowing your venue choices down to your top 3-4 because often having to many choices can make it difficult to pick one. By narrowing your options down beforehand, you give yourselves more time to sit back, compare quotes, discuss the pros and cons of each venue before making your final decision.

You would have likely heard some people say, “when you know, you know.” From discussions with all my clients, I can confidently say that this is very often the case! When you view the right venue, you’ll get a completely different feeling while your there and you will literally start to imagine your wedding day playing out around you. Finding the right venues is often described to me to be very much like the process of buying your first home, you view lots of houses in the search for the right one, but when you finally view the right one, you just know.

What is included in your venue package? 

When comparing your choice of wedding venues, make sure you compare more than just the prices, also look in detail at what’s included in your proposed package. Some venues may offer a signature décor package as standard, which will save you thousands of pounds should you need to hire this yourself from an external vendor.

Check if things such as chairs, chair covers, cake stand, centrepieces and cutlery is included. If not, again these things add up quickly, so it’s worth checking early on. You don’t want any unexpected bills after you decide to book…

Are there any hidden costs?

Make sure all costs are clearly highlighted in the pre contract before you sign any terms and conditions. Price and budget can often be the deciding factor between 2 potential venues so it’s always worth checking if you are getting a good deal. While filming weddings for my clients I hear all sorts of horror stories where couples have been caught out with hidden costs. You don’t want to get billed for something like a cutlery charge later down the line, so always check before hand and make sure you have anything that’s promised to you in writing.

It is important that your venue is transparent with their pricing.  

Wat about the venues location?

Is your venue in a beautiful location? What photo and video opportunities like in and around the area? Do they recommend any Videographers or Photographers who often work at the venues who could capture your fairy-tale wedding? Are there any Instagram accounts with recent images or videos for you to view real weddings at the venue? All of these things should be considered, and it doesn’t harm to come armed with these sorts of questions when viewing the venues.

Where will you be having your Ceremony?

Have you considered what type of ceremony you want to have? Have you checked if there is a possibility to have a ceremony at the venue? If so, can you imagine yourself walking down the aisle?

An important thing to consider is whether you would like to get married inside or outside. It’s worth asking if your venue offer an indoor or outdoor ceremony option.  If so, what are these areas like? Ask to view them on your visit. Consider if its big enough to fit all your guests without the risk of being too small, can all of your guests fit in comfortably? Something that many couples forget to consider is how does the ceremony room/area look? What will it look like in your photos and video? Is it beautiful?

Be upfront with your questions, venues aren’t cheap, and you deserve to know what your getting.

Do they offer Accommodation?

Some of your guests may need to arrange overnight accommodation for the night of your wedding, maybe even the night before.

Check if your venue has any onsite accommodation for your guests, if not, ask if they have any recommendations of local hotels or other accommodation.

Most venues who don’t have onside facilities will happily recommend local business that often get used by their guests. You never know, you may even get some discounts from the recommendations.

Another thing to note, for those venues who offer accommodation, do they offer a breakfast option the next day? It’s a nice touch for all your guests to gather once again to discuss the shenanigans from the wedding party, the night before. Plus, let’s be honest, a good old cooked breaky is a great hangover cure too!

Lets talk food - Its make or break!

Have you looked at what food options your venue offers?

Believe it or not, most venues I visit and most venues I attend, even as a videographer, one of the main talking points on the day is always food. More specifically the food the venue provide to you and your guests. Take some time to talk with the venue about the options.

• What type of food do the venue have to offer? Ask them for a copy of menu.

• Does your venue have a dedicated catering team? Or do they use external vendors?

• Are they able to offer you an opportunity to taste test the food before making your decision?

• How strict are the menu choices? Are there options to upgrade your menu? Can you choose your own food options if you’d like to?

• What do they offer an evening option? Ask them for a copy of the menu.

These are all questions to consider when speaking with venues during your search.

What are the staff like?

As sad as it if for me to say, its usually quite easy to tell what kind of service you are going to get from the moment you meet the staff.

If they are well presented, professional and friendly you can almost guarantee that you will be treated like royalty and will receive an exceptional level of treatment.

Anything other than this should raise concern and should be a red flag for you.

Your wedding is your special day and the idea of getting married at a venue where the staff are unhelpful and rude is a big no! It’s your dream day, the venue and staff  should treat it that way.

Do they offer a wedding Coordinator? 

A wedding coordinator is not the same as a wedding planner. A wedding coordinator is there throughout the whole day to do exactly as their role suggests, to help coordinate the day. A coordinator is a huge help and takes away so many of the stresses from you, allowing you to truly live in the moment on the big day knowing that everything will run smoothly and to plan. They help with any questions related to the running of your day and they are incredibly helpful for all your vendors, such as photographers, videographers, florists etc, to ensure everyone is in the right place at the right time. Again, this takes the stresses away from you.

As a videographer I can honestly say that a wedding coordinator is a fantastic addition to any wedding.

Does your venue accommodate a DJ or live band?

If you plan on hitting the dance floor at your wedding party, then this is most definitely a question to add to your list.

Having your evening party cut off at 11pm due to the DJ or band no longer being allowed to continue to play music can be a real buzz kill, but unfortunately this is a common issue and its certainly something that the venue should be clear about.

It’s also worth asking if they have a PA system. If you consider booking a live band this will be incredibly helpful for them.

How do you pay for your venue?

As I’m sure you know by now, hiring a wedding venue can be an expensive affair. It’s always worth discussing what payment options your venue offers.

Most venues now offer monthly payment plans which help to spread the cost and make the outlay more affordable. This can be a huge help when budgeting for not only the venue, but everything else on your wedding list too.

Get Insurance!

I know it’s just another cost to add to the list, but insurance is arguable the most important of them all!

Nothing is ever guaranteed and unfortunately things can happen which are out of your control. I have only ever heard one horror story in my years within the wedding industry where there was an issue with a venue catching on fire, resulting in the couples wedding being cancelled. Thankfully there was a happy ending to that story because the couples made the decision to get insured!

Although it was delayed, they still got the wedding they had dreamed of, albeit at a different venue.