Chicago Wedding planning, Choosing a venue

Q: What should I pay attention to when I visit a potential venue?

A: You took careful consideration when selecting your beloved, now it’s time to take careful consideration when selecting your wedding venue! This venue sets the stage for all pieces of your wedding reception –and maybe your ceremony too- and will be one of the most crucial decisions you make. Hire a wedding planner, read bridal magazines, surf the web, and pay attention to the weddings you attend to get started in your quest to find the perfect setting for your big day. Select a few locations and schedule visits armed with this list of your top question to consider when making your venue selection.

#1 What is your first impression?

It’s true, you only get one chance to make a first impression! As you arrive at your prospective venues employ your senses. What do you see as you drive up? Are the lawns and gardens well maintained? How is the lighting? Are there sidewalks (think about your guests in formal attire and high heels)? Once you are inside of the space what feeling is provoked? Do the curtains look like they came from Grandma’s house… or worse, does it smell like a locker room and stale cigarettes. Is there a lot of ambient noise? Take in all of these things, what you see… and smell and hear… is what you get on your wedding day, from the parking lot to the bathrooms.

#2 How does the color scheme work with your wedding colors?

When you tour reception venues, you are likely to see the blank canvas. An empty hall can leave much to your imagination and envisioning can be a struggle for many brides and grooms. How will your things look in this room all set up? Look at what you can absolutely bet on… like wall color and carpet… do the color schemes enhance the colors you have selected for your day? Will your exquisite emerald green bridesmaid dresses look pleasing against pepto pink colored walls? And yes, that pink hall does exist; I’ve been there before!

#3 What is the natural environment?

We’ve already taken into consideration what the lawns and gardens look like, and hopefully they are up to par. Now take a look at what you see from the room. Are there windows? If yes, what do these windows overlook? Do you have access to usable outdoor space? When will it get dark? Video montages and dancing are most popular when done after the sun goes down… with lots of windows on a sunny summer day that could be well into your party.

#4 How many events run at once?

This is YOUR once in a lifetime day, consider who you want to spend it with. That vision probably doesn’t include another bride. Many venues can run multiple events at once. If your potential venue runs more than one wedding, that doesn’t mean it has to be ruled out and it may not even matter to you. However, if it is a concern, consider how close the event rooms are to each other and if all event guests will be entering from the same area and be using the same common space.

#5 Is the space large enough AND small enough?

Most couples are concerned if the space will be large enough to accommodate their guests. As an event planner my concern is not only if the space will be comfortable for the guests and meal service logistics, but will it also be small enough to make the party look full and robust? You don’t want sardines, but you don’t want peas rolling around in a tin can either.

#6 Is there a logical place for everything you need?

Once you have the venue picked out you have a number of things to fill the space with. While walking through a potential venue try to envision where you think each piece of the day will go – place card table, gift table, DJ or band set-up, dance-floor, guest tables, head table, cake table, buffet tables, late night snack table, sweets table, photo booth… whatever your personal needs are. Not only is there enough space, but also, is the space conducive to the logical flow of a party?

#7 What staff will be on hand on your wedding day?

Food and beverage will take up the bulk of your budget, so spend wisely. The staff at your venue will be the point of contact for your guests. You want a beautiful venue, but also a top-notch service staff. Questions you’ll want to ask are how many tables does each server attend to? (1-2 is a good number) Is there a banquet captain? How many bartenders will be on staff? (1 per 75-100 guests is standard) How many valet staff will be available? Is there staff for a coat check?

#8 Is this venue in your budget?

As we established, food and beverage is the bulk of what you will spend your money on. Be realistic in the consideration of what you can afford. There is much more to factor into your bottom line price than what is presented on the menu. Start by thinking about what you want to serve… chicken is obviously less expensive than surf-and-turf. Have an idea of your meal selection BEFORE you sign a contract, or I can pretty much guarantee you will blow your budget. Make your preliminary selections, consider any upgrades and add-ons (extra hour of bar or bar upgrade, chocolate fountain, late-night buffet…), factor in ALL of these things. Once that is done multiple that by your number of expected guest, then multiple that by your service charge (estimated 18-23%) and your sales tax. Yes, they tax the service charge. That is your true bottom line cost, don’t get shell shocked in the end when you are handed a bill that is over 30% higher than what you expected.

#9 How is the Food?

This one is a bit tougher to tell because you won’t do a tasting until after you have signed the contract. You’ll have to depend on reviews (most wedding websites have them) and word of mouth. Going with a chain venue is usually a safe bet because there are certain quality control standards you can rely on. If you are going to a stand-alone venue or using a newer catering company, make sure you do thorough investigation prior to signing a contract!

#10 Is this venue convenient for your guests?

Your guests will likely travel from far and wide. In extremes, I’ve planned a wedding that had representation from 31 countries; consider them in your decision. Is the event space convenient for them? Is it easy to find? Is it clearly marked? Is there a hotel close by that will give you a good group rate? Does that hotel have shuttle service? Since your guests are happy to give their time and travels to celebrating your big day with you, give them equal consideration!

That is quite a list to consider, but you will be happy you did! Remember to bring your camera to take pictures of the venues that meet your standards for review later on. If a potential venue meets all your specifics, take a moment to consider your emotions, can you imagine yourself celebrating your wedding day in this space? If the answer is yes, congratulations, you’ve found your venue!

With love,
P