How to Choose a Wedding Venue

Step 1: Set a Budget

While hiring a wedding planner might be the first item on your to-do list, determining your budget is equally important. Knowing who will be contributing to your wedding finances will help set realistic expectations for every decision you make. Although discussing finances with your partner or all parents (and possibly extended family) can be challenging, it's best to tackle it head-on. Sit down with your favorite beverage and figure everything out together. Keep in mind that balancing expectations with reality can be a learning curve, and adjustments might be needed later. Flexibility is key when it comes to wedding planning!

Step 2: Consider Dates

When selecting wedding dates, consider several factors. Sit down with your partner and decide which season works best for you both. Ask yourselves:

• Is there a season when life is less hectic?
• Do any must-have loved ones have limited availability?
• Is there a date or season with special significance to you as a couple?
• What kind of climate, florals, menu, and overall feel do you envision for your day?

Your desired feel will guide you throughout the planning process. For example, a cozy fall wedding might be perfect if you want warm tones and stunning foliage, while a springtime event might suit lush green grass and blooming trees. Consider the pros and cons of each season, check weather patterns, and plan accordingly for a pleasant guest experience, rain or shine.

Availability of the venue is also a significant factor. Venues often book 12–18 months in advance, so keep that timeline in mind. Flexibility with dates or seasons can ensure you book a venue that truly speaks to you. If you're not particular about dates, consider booking in the off-season or on a non-Saturday to save money, though this might be less convenient for guests. Avoid holidays and popular dates to prevent scheduling conflicts and higher costs.

Step 3: Determine the Guest List

It's easy to underestimate the final guest count, especially when considering parents or other hosts' preferences. Having a firm number early on reduces the likelihood of overcrowding and helps determine suitable venues. The guest list size also impacts the budget, affecting costs for stationery, catering, rentals, centerpieces, etc. Typically, about 85% of invited guests attend local weddings, and 65% attend destination weddings. Be generous with plus-ones for destination weddings or for guests traveling long distances.

Step 4: Select a Location: Domestic vs. Destination

More couples are choosing destination weddings in breathtaking locations like Paris, Lake Como, Tulum, and Santorini. When deciding between a destination or domestic wedding, consider your style, budget, and schedule. Factors to think about include:

• Tourism Seasons: High tourist traffic can affect transportation and accommodations.
• Guests: Ensure must-have loved ones can realistically attend.
• Budget: Destination weddings are often more costly, especially considering transportation and additional planning challenges. Hiring a destination planner can be worthwhile.
• Culture and Language: Consider potential language barriers, laws, and cultural differences.
• Safety, Health, and Politics: Research thoroughly to ensure guest safety and ease of access to information. Extra consideration for guests will pay off when navigating potential issues.

Step 5: Set Your Priorities

Establish your priorities early in the planning process. Identify the elements that matter most to you and your partner, whether it's a fantastic menu, a non-stop dance party, or a beautiful backdrop. Discuss and evaluate these priorities together. Use them as a guide when making decisions.

Design and Style

• The design of your day is about creating the desired look and feel. While you can transform a space to fit your vision, venues bring their own character. Utilizing existing features and adding personal touches can create a stunning and cohesive design. If design is a high priority, start with the venue and consider how easily you can transform it to match your vision.
• Consider different wedding styles, such as classic, romantic, modern, bohemian, rustic, or whimsical, and how they align with your vision. Each style has unique characteristics that can help guide your venue selection.

Guest Experience

• For destination weddings or events with many out-of-town guests, choose venues near accommodations and lodging. Consider accessibility for unfamiliar guests and ensure adequate seating, amenities, and parking for your guest count.

Entertainment

• Music can make or break your celebration, so explore your options. Whether you prefer a 12-piece band or a DJ, ensure there's adequate space for musicians and their equipment. Check the venue's sound system and any restrictions on noise and entertainment.

Food & Food Service

• Decide on the serving method that best suits your event's tone, whether it's a formal multi-course meal, a family-style dinner, or a buffet. Ensure the venue can accommodate your choice. Some venues require the use of their on-site catering, while others allow you to bring in your own caterer.

Step 6: Choose between Indoors vs Outdoors

Decide between indoor, outdoor, or a combination of both for your ceremony and reception. Weigh the pros and cons of each option to find the perfect fit for your wedding. Outdoor venues and ceremonies provide stunning backdrops and beautiful natural light, but they are subject to unpredictable weather conditions. Indoor venues offer a consistent, controlled environment with modern amenities, though they may be limited by their design and occupancy levels.

Step 7: Choose a Type of Venue

Each type of venue offers unique benefits and challenges. Choose the one that best suits your style and vision.

Estates

• Estate venues are ideal for grand, upscale weddings. Their expansive, manicured gardens, magnificent ballrooms, and rich historical ambiance provide a stunning and sophisticated setting.

Museums and Art Galleries

• Museum and Art Galleries add a touch of culture and elegance to your luxury wedding. Their distinctive art collections and striking architectural designs create a stunning backdrop, providing an immersive, aesthetically rich experience.

Unique Locations

• Unique Locations, ranging from Yacht Clubs and Private Beaches to Vineyards and Historic Villages, offer a distinct setting for your special day that stands out from other weddings.

Hotels

• Hotel venues offer gorgeous weddings and all-inclusive full service. Their dedicated event teams and comprehensive amenities provide a seamless experience for all your guests.

Restaurants

• Restaurant venues are perfect for couples who want their wedding to be a celebration of exceptional cuisine. Bespoke menus, curated by renowned chefs, create personalized dining experiences in settings that range from chic urban sophistication to rustic elegance.

Golf and Country Clubs

• Golf and Country Clubs are coveted for their expansive, manicured greens and serene garden landscapes, offering an escape from the busy city. Their spacious outdoor areas allow for large ceremonies and receptions, providing a sense of exclusivity and natural elegance that indoor venues cannot match.

Banquet Halls

• Banquet Halls cater to a variety of weddings with their spacious interiors and flexible layouts. They are perfect for personalizing space to match any wedding theme, offering ample room for dining, dancing, and celebrating with loved ones. Their versatility and all-inclusive nature make banquet halls a practical and popular choice for couples.

Step 8: Choose a Venue

Figured out what type of venue you’re looking for? Take a look at our exclusive lists that rank all the best wedding venues in Ontario to find “The One.”

1. The Best Wedding Venues in Toronto
2. The Best Wedding Venues in Niagara
3. The Best Wedding Venues in Hamilton and Burlington
4. The Best Wedding Venues in Durham

Step 9: Touring a Venue and Questions to Ask

Once you've narrowed down your options, schedule tours and come prepared with questions. Bring your partner, wedding planner, and a small group of trusted confidants. Allow plenty of time for each appointment and be ready to book if you find the perfect venue.

Pro Tip: Wear comfortable shoes, take plenty of pictures, and don’t forget to bring a notepad to take notes!

Here’s a short sample of questions you may want to ask:

• Who will be my main point of contact for the venue?
• Can I hire my own vendors (caterer, coordinator, DJ, etc.), or do we need to select from a preferred vendor list?
• Is there an in-house wedding coordinator? If so, what services are included? Is there an additional charge for them?
• How much time do we get the space for on the day of the wedding?
• What rentals are included? Are we responsible for tables, chairs, linens, silverware, or plates?
• Are there any restrictions on decorations or entertainment?
• Is there a certain time limit on how long alcohol can be served?
• How many people can comfortably fit in the space? What is the maximum capacity for our considered event spaces?
• Do you have lighting for outdoor events?
• What is the backup plan for inclement weather?
• How does your booking process work?
• Do you have a list of past couples that we could reach out to for references?

After the tour, review your notes, pamphlets, and photos. Compare the terms and conditions outlined in the contract and be prepared to negotiate if needed. Seek clarity on any questions or concerns with the venue representative. Go over all the information with your planner to ensure there’s adequate space, time and team members to make your vision come to life.

Step 10: Choosing The One and Venue Planning Timeline

You’ve done it! By following this guide, you'll be well-equipped to choose the perfect venue and create a wedding day that reflects your unique style and vision. The next step is to start your wedding planning!

Start with our FREE Venue Planning Guide here.