Your Wedding Venue Checklist: What to Look For Before You Book

Wondering what you should do after getting engaged and are in the baby steps of planning your wedding day?! Your top three things that you should first do when planning your wedding is search for a photographer, planner and your venue. Choosing the perfect wedding venue is one of the most important decisions for your big day! If you need help and peace of mind, your planner can help you with these 7 logistical tips I let me couples know below. Choosing your venue will also dictate the overall aesthetic look you’re going for in your photos so be sure to keep this in mind when searching and definitely reach out to your wedding photographer if you are uncertain.

Here are my 7 key things to consider:

1. Logistics & Practicality

• Capacity – Can it comfortably accommodate your guest list? If not, don’t settle.
• Location – Is it convenient for guests? Consider transportation, parking, and nearby hotel and/or airbnb accommodations.
• Availability – Is your preferred date open? Be flexible with dates to secure your dream venue. Also, if you already have a photographer in mind and have chatted with them from the get go, keep them in the loop when booking your date. It would be absolutely horrible to have to pay a reschedule fee to move your date because your photographer got booked.

2. Budget & Packages

• Venue cost – Does it fit within your budget? Does it include any hidden fees?
• What’s included? – Some venues provide tables, chairs, catering, and décor, while others are bare-bones.
• Catering & alcohol policies – Do they require in-house catering/bartending or allow outside vendors?

3. Ambiance & Style

• Aesthetic – Does the venue match your wedding theme (e.g., rustic, modern, elegant)? This will dictate the vibe of your wedding photos.
• Indoor vs. outdoor – Weather backup plans are crucial for outdoor spaces. Also, if it rains is there a covered walkway to get to chapel and reception space or is it all accommodated in one building?
• Lighting & sound – Does it have good natural light and acoustics for speeches and music?

4. Vendor Flexibility

• Preferred vendor lists – Some venues require you to use only specific vendors.
• BYO vendors – If you want flexibility, ensure the venue allows you to “bring your own” outside caterers, decorators, or DJs.

5. Guest Experience

• Accessibility – Is it wheelchair-friendly and easy to navigate?
• Facilities – Are there enough restrooms, changing rooms, or lounges? Where do your guests go for cocktail hour (inside/outside spaces)?
• Climate control – Heating and A/C are must-haves for year-round comfort, especially in Texas summer heat! Are there misting fans during the summer or outdoor patio heaters in the winter?

6. Extra Perks & Restrictions

• Time limits/Accomodations – Some venues have strict cut-off times for events or accomodations to stay the night before/after the wedding. You’ll most likely need your venue from 10AM to 10:30/11PM. If you have a lot of bridesmaids (5+) needing makeup and hair done, starting earlier than 10AM is ideal unless you hire multiple hair and make up artists.
• Décor/Rules – Can you hang drapes, use real candles, bring in outside decorations, have sparklers for your exit?

7. Reviews & Reputation

• Read testimonials – Check online reviews, social media, and wedding forums.
• Talk to past couples – If possible, get feedback from others who have used the venue. You can check local facebook groups and/or wedding websites to get feedback.

Picking your wedding venue should be fun and exciting in the wedding planning process! If you are wanting an all inclusive package, start with your venue first followed by hiring your photographer and/or planner. My biggest take away is read reviews from multiple sources. A review will speak louder about a vendor’s reputation and the overall experience of a past bride’s wedding. Happy wedding planning!