Make Sure You Can Answer These 11 Questions Before Booking Your Wedding Venue

One of the reasons I chose my venue is because it has fantastic Hudson River Valley views, which you can see no matter if the ceremony is inside or outside. There is a gorgeous built-in gazebo to get married outdoors. That said, if it is rainy or chilly (on my early April date it was cold), you can enjoy that same view in a room with panoramic floor-to-ceiling windows.

If you’re dead set on getting married on the beach or outside, then Smith recommends asking how much time the venue needs to make the call on where the ceremony will be held. A venue that allows a two-hour window for that decision is likely going to be a good fit for you.

“Weather patterns are known to change quickly, and obviously you want to be outside whenever possible,” Smith said. “Venues that tell you 24 hours prior notice are probably not going to be flexible in other ways.”

He also suggested making sure the location only offers one reception per day. “It’s your wedding day; you should feel special,” he noted.

Usually venues require a nonrefundable deposit to secure the date. If you’re lucky, the deposit will be subtracted from your first payment. Someone from the venue (likely a wedding coordinator) will then send you a contract, which you’ll have a week or two to review, before sending it back with another deposit. Typically there will be two more deposits due six months before the big day, and the final balance is paid around 10 days prior to the event.

My advice: make sure you are 100 percent committed to your partner before starting this financial process. I’ve seen weddings break up, and it’s expensive.

“It’s helpful if a venue lets you make the payments by credit card,” Smith said. “Use the credit card, get the points, miles, cash back! Take advantage of this perk.”

If you’re booking at an all-expenses-paid venue (meaning there’s an in-house caterer, tables, chairs, etc.), you likely pay per head in addition to a site fee and a sales tax. On top of this, venues sometimes add hidden fees. These financial add-ons can include paying extra for the wedding coordinator, cake cutting, preprinted menus, and using in-house necessities (tables, linens, chairs, flatware, and glassware). I made it easy on myself by choosing a place that covered all of the aforementioned expenses.

“Be careful of the venue with hidden fees, as they can really add up,” Smith advised. “There’s enough stress with planning your wedding; you don’t need to have it also coming from the venue as well.”

My best advice to all brides is book your favorite venue off season. First, it has a better chance of being open, and second, the venue may either have an off-season package or be open to negotiating with you. I was able to spend more on other areas (like a top-notch band and photographer) because I chose rainy April instead of sunny July.

During prime wedding season — May through October — many venues require a guest minimum (such as 150 people). So even if you only get 145 RSVPs, you will still need to pay for 150 heads. Those throwing small wedding should ask about this.

“If you cannot reach that number and are flexible with dates, then consider a wedding in other months,” said Smith.

And don’t rule out a Winter wedding, especially if your guests don’t have to fly there.

“Winter weddings seem to be the new trend, and they are beautiful, especially if the venue has panoramic views of a snowy landscape,” Smith said. “Winter specials often include a lower service charge and/or no site fee. You save money and have an astounding wedding.”

But if you’re going to do a snowy season, he recommended investing in cancellation insurance. “Most venues require this for Winter weddings,” he said. “Trust me, you will want it. It’s worth its weight in gold. If the weather is very inclement and guests and vendors cannot make it to the event, you will receive a full insurance refund for the entirely prepaid reception.”

If season in nonnegotiable for you, consider a Friday or Sunday event.

“I’ve also noticed some Thursday weddings popping up in the past couple of years,” Smith added. “Again, major savings, and often, it’s a more intimate event. This is a great option for parties that are less than 100 guests. Make a long weekend out of it! This applies to destination-oriented places. Create a website that gives insight into cultural, culinary, and historic options that are available for long weekends.”

My then-fiancé and I were sick of attending weddings at top-rated spaces where we ate rubbery fish and dry steaks. So we sought a farm-to-table menu.

But if there is not a farm on site, go for a spot with a restaurant. “A great venue will not only have a full kitchen staff, but they will also have an in-house restaurant where couples can come and dine prior to booking their reception,” Smith advised.

If there is not a restaurant or in-house caterer, find out if the venue works with exclusive caterers (and if you like their food) or if you can bring in your own. Ask your friends who have been to weddings at those spaces (this is what I did).

Another element to consider: will certain guests need special meals? If so, will the venue’s caterer either provide them or let you bring in a chef who does? “For instance if the couple is glatt kosher (Jewish), Indian, or Islamic, make sure the venue has a separate kitchen for such caterers,” Smith noted.

His other tip is to ask if your venue has a backup generator. “That’s super important; it’s against the law to cook foods with no hood vents working in the kitchen,” he said. “It’s not uncommon, particularly during a hot Summer or windy Winter wedding, to lose power.”

Let’s start with cocktail hour, where there are usually two types of hors d’oeuvres: passed (meaning caterers with trays walk around handing them out) and stationary-style (a buffet).

According to Smith, “The passed hors d’oeuvres should be a nice mix of hot and cold and should be being passed by the staff for the entire hour. Your package choice should include plenty of great, tasty options to choose from.” We made sure pick vegetarian options — like these grilled cheese and tomato soup bites — to appeal to all guests.

“The trend with millennials today seems to be less cocktail hour foods but of a higher, more organic quality,” Smith said. “And be sure to check that the venue keeps replenishing the stations. This is your wedding; it should be a feast!”

Dinner is often a three- or four-course meal. It can be served via a buffet (usually the cheapest option), family style at the tables, or individually plated (the priciest and most formal method). If you do the latter, some ways to save money are by having fewer options or by asking people to choose their meal ahead of time. We went with two options (chicken and short rib), but people could decide what they wanted the night of.

Consider if your venue includes a wedding cake in your package or if you have to bring it in (ours was part of the package). Smith recommends also inquiring if you can attend a cake tasting. We did this before our “serious” wedding diets started, and it was a blast!

“Having a second grab-and-go dessert is a great option as many guests won’t sit down after entrée service — they want to dance!” Smith added. “Ask if you can bring in family desserts or other special treats from a favorite bakery. A good venue will allow this, it looks great in pictures, and it can save you money."

Smith also suggests inquiring if the place allows outside food vendors, such as an ice cream truck or late-night pizza truck. "These are often the fun parts of the night that appeal to tipsy guests!" he enthused.

Since additional desserts were an extra fee, my husband’s mother baked cookies and gluten-free cake. She loves to bake, so this was a personal touch that also saved us some cash. Additionally, we brought in local apple cider doughnuts as party favors.

In my experience, most weddings offer an open bar, and it will please your guests. If you’re bringing in your own catering, make sure you have enough, if not extra, alcohol (nothing kills a party like running out early!). But if the venue provides it — which I highly recommend — it takes the stress off.

Smith recommends looking for a place with a five-hour premium open bar with table-side wine service. “Many venues will actually let you customize the bar by adding certain enhancements free of charge,” he noted. For example, we got to create a special bride and groom’s choice cocktail menu (pictured).

There are also usually two levels of open bar: top shelf (like Grey Goose Vodka) and less expensive liquors (such as Tito's Handmade Vodka). No shame in choosing the latter as long as there’s a constant stream flowing. You can also just serve wine and beer to save a pretty penny.

Pro tip from Smith: “If you have at least 125 guests, make sure the venue offers three bartenders.” Waiting 15 minutes for a drink can also be a buzzkill.

A few years before my nuptials, I attended a wedding held in a tent with breathtaking water views. The natural environment was so stunning that the couple (who paid for 80 percent of their event) went with simple flower arrangement on the tables. And it was perfect. I wanted this.

Flash forward to that day of wedding venue shopping with my parents. One reason I rejected the funky warehouse option was that it would have taken an enormous amount of money and time to warm it up with decor.

So, as I mentioned, I chose a space with excellent scenery and opted for low centerpieces. I stuck to a tight budget in this category. Even my florist told me to spend the least amount of money on flowers (“They just die,” she said). Still, I got tons of compliments on my French-garden-inspired decor!

“Some venues are much more ambitious to decorate,” Smith explained. “If you rent a warehouse, barn space, or vineyard, then I suggest you hire a bunch of people: a wedding planner, a designer, a florist. You will need to transform the space. Bonus tip: Edison bulbs are big now and create simple and elegant magic.”

Listen, if you have the time and budget to afford this, it can be incredible and personal. I have friends who have been able to do this effortlessly, and it’s magical. Just know what you are signing up for and that you’ll be responsible for bringing in every fork and spoon.

Also, if you’re obsessed with candles (I am!), find out if the venue allows open flames. It is another affordable way to make the space feel romantic. My florist actually rimmed my candles with rose gold stripes to make them appear more enchanted. This is something you could even DIY!

When you visit the space, make sure the dance floor is large enough for your number of guests and that there is a space for the band or DJ. I rejected one venue I saw (the castle) because the dance floor was in a separate room from the dinner. I wanted dancing to be an all-night continuous activity and knew it wouldn’t work with that layout.

“Be sure the venue has multiple circuits, as well as a backup generator, a sufficient-sized dance floor, and place for the band or DJ,” Smith advised.

He also recommends asking about sound ordinances. “Some places surprise me with a 10 p.m. sound ordinance,” he noted. “Make sure you can bring this event to 11 p.m. or midnight (if you plan to start at sundown).”

Think about your attendees! Consider: is the space wheelchair accessible, are there accommodations on site for religious people, or is there air conditioning?

If Grandma is in a wheelchair, choose a flat space where all of the rooms are on one level. I have religious cousins who can’t drive on Saturdays until after sundown. Since The Garrison had a few rooms on site, my family was able to come up on Friday and be there for my 6:30 p.m. sunset ceremony. We brought in a special cake for our gluten-free friends and family. Tell women to wear appropriate heels if the ceremony will be held on grass or sand. And if your event is during the Summer months, for God’s sake, make sure there is AC. You can’t please everyone, but being considerate goes a long way (see: “should you have an open bar?” above).

The wedding planner "role" for my affair was split by three people: myself, my mom, and Smith (pictured with me and my husband). Since my venue offered someone to help run the show, leading up to the big day and during the event, I did not need to spend extra on a planner. If you are bringing everything in, then you probably will benefit from one.

Once you choose a venue, you’ll be tasked with picking vendors, from the music to the photography and the florist. Smith helped us to find our florist and photographer (both which were outstanding) and create timelines of things to do leading up the wedding. This was hugely helpful.

“Read reviews about where you are visiting and know who you are meeting,” Smith suggested. “Is the person you are meeting with going to just help you reserve the date and pick menu and linens? Or is that person going to be the person who walks with you from the first exciting moment of reserving the date until you cut your cake? Do your homework.”

Apply this rule of research to your entire process, and before you know it, you’ll be breezing down the aisle.