December 2021

Our Wedding Venue Check List

So you just got engaged over the holiday season, CONGRATULATIONS! First thing is first, you need to decide the season you want to get married in. Being that this is Northeast Ohio, the busy wedding season runs from May to the beginning of November. During those months, there is a higher chance of warm and decent weather. September and October seem to be the most popular months with mild weather and the beautiful leaves changing on the trees. If you really don’t care about having your ceremony outside or in the busy months, a lot of venues have discounts for the off season weddings in the winter.

Now that you picked your season or special date, you need to look for the venue that speaks to you. This might be a rustic barn, industrial space, historical, backyard, and many other options. Once you have the venue type you are looking for, you will want to set a budget as well as what is included with each venue. It is also important to set up a certain radius you and your guests are willing to travel. Venues are booking up quick, most of the time 12-18 months out so keep this in mind when choosing a date. You will also need to have a guest list in mind as some venues can only hold a certain number of people. Also, check out their Google and Facebook reviews to make sure that they are providing an exceptional experience.

Now that you have a list of venues in mind within your budget and date available, you will need to make a pros and cons list to narrow your choices by touring the venues. Questions to ask when touring these venues:

How long is the rental period? 

Some venues are one day rentals meaning you set up in the morning and have to take everything down by the end of the night. I would highly recommend getting a wedding planner/day of coordinator for these types of venues. This will take some stress off of you and your family not having to worry about getting everything setup. If you are renting any outside items, most places will charge a same day setup and pickup fee. Other venues give you the venue from Friday to Sunday to allow for a rehearsal dinner and cleaning up on Sunday.

Can I bring in my own vendors?

Certain venues allow you to only use their preferred vendors or you will be charged a fee. This is big especially when dealing with catering. If they don’t have a preferred vendor list, make sure you ask your venue what your vendors need to have to service their venue. This might include carrying liability insurance or having your vendor meet with the venue prior to the wedding. Also ask for other vendors that have worked at that venue. This will be especially important for venues where the acoustics can be challenging. Make sure your DJ has worked at that venue before.

How is the parking?

It might seem silly to worry about parking, but no one wants to have to park a half mile away and then walk in heels and dress shoes to get to your venue. Some venues, especially in city areas might not have designated parking for your guests. This can prove especially complicated if there is a sporting event or concert going on close by on the same date. If you’re having a backyard wedding, make sure you have the space to accommodate all of the vehicles or reach out to a local church or business to see if you can use their lot for overflow parking.

Is there a plan b if there is inclement weather?

Are you having your wedding ceremony at the same location as your reception? You will need to think about a secondary option if your ceremony location is outside. This might mean transforming your reception area into the ceremony site.

What are my bar options?

Some venues have a drink package with pricing on a per guest basis. Also ask if your venue provides a bartender or you may have to hire one out. If your venue doesn’t have a liquor license, you may have to bring in your own alcohol and hire a bartender. There are lots of options for this including drink trailers and mobile bars. 

How close are hotels to the venue?

This will be especially important if you have a lot of out of town guests. Some hotels still offer shuttle services as well and can transport your guests from the venue to their hotel. This would also be a good time to ask if Uber or Lyft operate in the area. No one wants any of their family or friends to drive home buzzed!

Does your venue have heat and A/C?

Northeast Ohio weather is unpredictable and having a climate controlled space can be very important. If your venue does not provide those things, think about renting some fans in the summer and heaters in the early spring and fall. 

How are the bathrooms and how many bathrooms are there?

No one wants to talk or think about this, but it can be important for your overall guest experience. There are many options to rent out portable restroom trailers complete with a running water sink and air conditioning. Going with the restroom trailers is also highly recommended for backyard weddings.

Can I upgrade my tables, chairs, and decor?

Let’s say you love the venue, but the tables and chairs leave a little bit to be desired. Upgrading your chairs and tables can make a big difference in your overall wedding reception look. There are multiple options out there from farmhouse tables to chiavari chairs to cocktail tables. Adding a greenery wall behind your sweetheart table can spruce up a dull space and create the perfect photo backdrop. Also check to see what the venue’s decoration limitations are, this might mean no open flame candles or using only biodegradable flower petals for your ceremony.

How is the lighting, can I add more lighting?

Lighting can be one of the most overlooked but important parts of your reception venue. Hanging bistro lighting or adding uplighting can really create a more unique and intimate space for you and your guests. 

Is security provided and if so what is the cost?

Most venues require that you have security for your wedding if alcohol is being served. Some venues include this in their rental fee and others will have you contract an off duty police officer or security company to be on the grounds of your wedding. You may also want to hire additional security for the parking area where your guests will park their car.

Is security provided and if so what is the cost?

Most venues require that you have security for your wedding if alcohol is being served. Some venues include this in their rental fee and others will have you contract an off duty police officer or security company to be on the grounds of your wedding. You may also want to hire additional security for the parking area where your guests will park their car.

What places do couples take their wedding pictures on the venue grounds?

Some venues offer stunning photo opportunities for you and your bridal party. If your venue doesn’t have a space for photos, you may have to get a party bus or limo to take to another location for pictures. Scout out  local parks, city scapes, or other buildings for photo opportunities.

Is there a space on the venue grounds for my bridal party to get ready?

Having a bridal suite on the grounds will alleviate rushing around and driving to the venue. If your venue doesn’t have a getting ready space, you may have to rent out a hotel room or other space for everyone to get ready at.