Selecting the wedding venue is a significant decision that often happens early in the planning process. It’s crucial for you, as the planner, to familiarize yourself with the venues in your area so you can guide your clients toward the best choice within their budget and guest count.
Key Information to Know About Each Venue:
- Guest capacity
- Rental price
- What is included (e.g., tables, chairs)
- Catering options (in-house caterer or preferred caterer list)
- Vendor requirements (Are there other in-house vendors or a preferred vendor list?)
- Any restrictions (e.g., alcohol, noise, setup times)
- Alcohol policies (Can you bring your own? Are there corkage fees?)
- Liability policy requirement
Note: Add venue details, including contact info and contract specifics, to your CRM (such as Aisle Planner or Trello) for easy access.
Why Establishing the Budget is Crucial Before Booking:
Clients often have a venue in mind before hiring a planner, but it’s essential to establish a budget beforehand. If you book a venue without reviewing the budget first, you risk:
- The venue exceeding the client’s budget.
- The venue not fitting their guest count requirements.
- Additional rental costs or extra vendor fees exceeding the planned budget.
That’s why it’s important to first define their budget and guest count before booking a venue.
If They Can’t Choose Between a Few Venues:
If clients are indecisive or have multiple venue options in mind, provide a clear, side-by-side comparison based on:
- Rental price
- What’s included
- Vendor requirements
- Location-specific factors (lighting, acoustics, etc.)
This will help identify the best option that aligns with both budget and priorities.
Shop our Venue Comparison Spreadsheet HERE.
Venue Site Visit:
Always recommend a site visit, if possible, to ensure the space aligns with the couple’s vision:
- Pay attention to lighting to see if additional lights are needed.
- Visit the venue at the same time of day the wedding will be held to assess lighting and ambiance.
