Look, we get it. Scrolling through hundreds of wedding venues online can feel like a black hole that eats your entire weekend. But what if we told you that you could narrow down your perfect venue in about 30 minutes?
No joke.
The secret? Knowing exactly what to look for and what questions to ask. Let’s break it down into bite-sized pieces that’ll save you time, money, and a whole lot of stress.
Know Your Numbers: Capacity & Layout
First things first—how many people are you actually inviting?
Before you fall in love with that cute barn or elegant ballroom, make sure your guests will actually fit. And we’re not just talking about squeezing everyone in. You need space for:
- Tables and chairs (duh)
- A dance floor where people can actually dance
- A bar area that doesn’t cause a traffic jam
- Cocktail hour space if you’re doing that
- Photo booth or entertainment setup
Pro tip: If you’re inviting 150 people, look for venues that hold 150-200. You don’t want everyone packed like sardines, and you’ll need room for all the stuff we just mentioned.
Different layouts work for different vibes:
- Round tables = classic, encourages conversation
- Long banquet tables = trendy, family-style feel
- Mixed seating = flexible, works for different group sizes
Ask the venue coordinator how they’ve set up similar-sized weddings. Most venues have photos showing different layouts—scroll through these!
Indoor vs Outdoor: The Real Talk
Ah, the age-old debate. Let’s break down what nobody tells you about both options.
Outdoor Venues
The good stuff:
- Gorgeous natural lighting for photos
- Built-in scenery (hello, sunset backdrop!)
- Often feels more spacious
- Unique vibe that hotels can’t replicate
The not-so-fun stuff:
- Weather is a gambler’s game. You’ll probably need a backup tent (add $$)
- Noise can be an issue. Music might carry to neighbors
- Bugs are invited too. June wedding? Mosquitoes RSVP yes
- Curfews are common. Many outdoor spots shut down by 10 PM
- Accessibility challenges. Grandma’s heels + grass = not ideal
- Temperature control = zero. It might be perfect at 5 PM but freezing by 9 PM
Indoor Venues
The good stuff:
- Weather? Don’t care!
- Temperature controlled
- Usually better sound systems
- Lighting you can actually control
- Often party till midnight or later
The not-so-fun stuff:
- Can feel generic if it’s a hotel or conference space
- You’re working with artificial lighting
- Less dramatic photo backgrounds (might need more decor)
- Sometimes feels more formal than you want
Bottom line: If you’re an outdoor person, check the venue’s bad weather policy. Will they provide a tent? How much does it cost? When do you have to decide? Some places charge you for the tent whether you use it or not.
For indoor venues, ask about curfew times and noise restrictions. Just because you’re inside doesn’t mean you can blast music until 2 AM.
Package Deals vs Venue-Only: What’s the Better Deal?
This is where things get interesting (and where you can save or lose serious cash).
All-Inclusive Packages
These typically include:
- Venue rental
- Catering
- Tables, chairs, linens
- Sometimes bar service
- Coordinator on-site
- Maybe even a cake!
When packages rock:
- You hate making a million decisions
- You want fewer vendors to manage
- You’re planning from far away
- You’re on a tight timeline
- The package price actually matches your budget
When packages suck:
- You have specific vendors you want to use
- You’re a foodie and their menu is “meh”
- The package includes stuff you don’t want (paying for things you won’t use)
- Hidden mandatory fees inflate the “package price”
Venue-Only Spots
You rent the space and bring in EVERYTHING else yourself.
When venue-only wins:
- You want total creative control
- You’ve found amazing vendors you want to work with
- You’re crafty and doing DIY decor
- The venue is so gorgeous it needs minimal decoration
When venue-only is a headache:
- You have to coordinate multiple vendors (catering, rentals, bar, etc.)
- Rental costs add up FAST (tables, chairs, plates, glasses, linens…)
- More vendors = more things that can go wrong
- Usually requires a day-of coordinator (another expense)
Money reality check: That $2,000 “venue-only” barn might end up costing $8,000 after you rent everything needed. Use our free wedding budget calculator to see real numbers before committing!
Hidden Costs & Questions You MUST Ask
This section will save you from budget shock. Venues are sneaky (okay, not sneaky, but they don’t advertise the extras).
Fees That Mysteriously Appear
- Service charges (usually 18-22% on top of everything)
- Gratuity (sometimes separate from service charge!)
- Cake cutting fees ($2-5 per person if you bring your own cake)
- Corkage fees (bringing your own wine? That’ll be $15-30 per bottle)
- Overtime charges (party running late? $500/hour extra)
- Cleanup fees (surprise!)
- Security deposits (usually refundable, but ties up your money)
- Parking fees (valet required? That’s $10-20 per car)
- Extra event insurance (some venues require this)
- Setup/breakdown fees (if bringing outside vendors)
- Vendor meals (feeding your photographer, DJ, etc.—usually required)
Questions to Ask (Copy These to Your Phone)
Availability & Timing:
- Is my date available? (Obvious but start here)
- How many hours are included in the rental?
- What time can vendors arrive to set up?
- What’s the latest we can go? (Hard end time)
- Is there another event before or after ours? (Rushed setup or teardown = stress)
Money Stuff:
- What’s the TOTAL cost including all fees and taxes?
- What’s your payment schedule?
- What’s your cancellation/postponement policy?
- Are there any upcoming price increases?
- What’s included in the quoted price?
- What costs extra?
Vendor Requirements:
- Do you have a preferred vendor list?
- Can we use outside vendors?
- Are there any vendors we MUST use? (Some venues require their catering)
- Do vendors need insurance?
- Are there any vendor restrictions?
Logistics:
- Where do people park?
- Is parking free?
- Where can we get ready?
- Can we do the ceremony and reception here?
- What if it rains? (For outdoor spaces)
- Where do decorations go if we’re decorating early?
- Is there security on-site?
Rules & Restrictions:
- What’s the noise curfew?
- Can we have open flames? (Candles)
- Alcohol rules? (Can we bring our own? Any limits?)
- Are there decoration restrictions? (No nails in walls, no confetti, etc.)
- What’s the plan if we go over time?
Capacity & Setup:
- What’s the max capacity for a seated dinner?
- Can you show me photos of similar setups?
- What’s included for tables, chairs, linens?
- Is there climate control?
- How’s the acoustics? (Important for speeches and music)
Your Site Visit Checklist
Okay, you’ve done your research. Now it’s time to visit. Here’s what to look for when you’re actually at the venue:
Before You Go
- Schedule visits at the same time of day as your wedding (lighting changes!)
- Bring your partner (or whoever’s opinion matters)
- Bring a friend with a good eye for detail
- Take photos and videos
- Use our wedding timeline generator to see if the venue works with your schedule
When You Arrive
First Impressions:
- How’s the parking situation? (Drive around)
- Is it easy to find? (Your guests need to find it too)
- What’s the neighborhood like?
- Does the exterior match the photos online?
- Overall vibe—does it feel like “you”?
Inside the Space:
- Walk the entire space (ceremony spot, cocktail area, reception room)
- Check the bathrooms (seriously—are there enough? Are they nice?)
- Look at the lighting at your wedding time (golden hour different than noon)
- Test the temperature (some old buildings have bad AC)
- Stand in different spots and imagine being a guest
- Where will you take photos? (Scout the best spots)
- Is there room for a photo booth, DJ, band?
- Any weird smells? (Old buildings can be musty)
- Any weird sounds? (Near a highway or airport?)
Getting Ready Spaces:
- Separate rooms for each party?
- Mirrors and good lighting for photos?
- Bathroom access?
- Can vendors access you for hair/makeup?
Kitchen & Bar Area:
- Can your caterer work with this kitchen? (If bringing your own)
- Where’s the bar located? (Will it cause bottlenecks?)
- Is there space for bartenders to work?
Accessibility:
- Are there stairs? (Elderly guests, people with disabilities)
- Ramps available?
- Easy access from parking?
- Can heels handle the flooring? (Grass, gravel, cobblestones)
Outdoor Spaces:
- Backup plan space (where will people go if it rains?)
- Is there shade? (Summer weddings)
- Heaters available? (Fall/spring weddings)
- Bug situation? (Visit at your wedding time to check)
- Where do power cords run? (Tripping hazards)
Decor & Setup:
- What comes with the venue? (Arch, chairs, tables)
- Where can’t you put decorations?
- Picture your color scheme here (does it work?)
- How much decorating will you need?
The Small Stuff That Matters:
- Cell phone service (can your vendors communicate?)
- WiFi available? (For music streaming or live streaming ceremony)
- Where does trash go?
- Coat check area? (Winter weddings)
- Enough outlets for DJ, photo booth, etc.?
After the Visit
Within 24 hours:
- Write down your gut feeling (first impression matters!)
- Review photos and videos you took
- Calculate total costs with ALL fees
- Compare with other venues
- Check availability one more time
Red flags to watch for:
- Coordinator seems overwhelmed or disorganized
- Venue looks way different than online photos
- They can’t answer basic questions
- Pushing you to book immediately
- Contract has weird clauses or is vague
- They won’t let you use certain vendors without explanation
- Reviews mention hidden fees
Making Your Decision
After visiting 2-4 venues, you should have a clear winner. Here’s how to decide:
Score each venue on these factors (1-10):
- Overall vibe and beauty
- Price (does it fit your budget?)
- Convenience for guests
- Flexibility (can you bring your own vendors?)
- Included amenities
- Staff helpfulness
- Your gut feeling
The venue with the highest score isn’t always the one to pick—sometimes your heart just knows.
Quick 30-Minute Method Recap
Here’s how to actually pick in 30 minutes once you’ve done visits:
Minute 0-5: Pull out your phone and review photos from each venue Minute 5-10: Check your budget using our wedding budget calculator—eliminate venues that don’t work financially Minute 10-15: Review the must-have list you made (capacity, date, indoor/outdoor) Minute 15-20: Read through contracts for remaining venues (look for red flags) Minute 20-25: Talk it through with your partner—what feels right? Minute 25-30: Make the call or send the email to book!
Final Thoughts
Picking a venue doesn’t have to take months of agonizing. Trust your gut, know your numbers, and don’t be afraid to ask every single question that pops into your head.
The perfect venue for you isn’t the fanciest or the cheapest—it’s the one that fits your style, your guest list, your budget, and most importantly, feels right when you imagine your wedding day there.
Ready to book? Use our wedding timeline generator to make sure everything flows perfectly on your big day!
Now go find that dream venue—you’ve got this! 🎉
Quick Checklist: ✓ Know your guest count ✓ Visit at your wedding time ✓ Ask about ALL fees ✓ Check rain backup plans ✓ Bring your phone to take photos ✓ Read the contract carefully ✓ Trust your gut feeling ✓ Use our free budget calculator before signing anything!
