HOW TO CHOOSE THE RIGHT WEDDING VENUE
Photo Credit: Krista Ashley Photography
One of the biggest decisions you will make when planning your wedding is WHERE to hold it! Your venue will contribute a lot to the vibe, determine a large part of your budget and play a huge role in the overall aesthetic. If you want to learn our top tips for making the right decision for you, continue reading…
GUEST COUNT
One of the very first things you should be asking is, “how many guests does the venue accommodate?” No point even looking at venues that only fit 50 guests if you plan to invite 200.
You should also ask if the venue fee changes depending on the guest count. Many venues have different price brackets for different amounts of guests.
Photo Credit: Gabriella Katalin Photography
It is also important to ask if the infrastructure of the venue can accommodate your guest count. Some venues allow large groups, but don’t have sufficient parking or restroom facilities available.
TIME OF YEAR
There are always pros and cons to venues during different times of year. One thing to consider is holidays and scheduled events. Some locations get more congested during peak holiday times such as Thanksgiving, Christmas, New Year, Veteran’s Day, Labor Day weekend, and Fourth of July. On the North Shore of Oahu accommodations become more scarce and traffic gets really bad in the winter because of the surf competitions. In Waikiki, there are often large conferences that book out many of the hotels and cause room rates to increase.
Secondly, we urge our clients to consider the weather. Things like heat, likelihood of rain, and hurricane season are a big deal. For you on the mainland, it may be nice summer weather in August, but here in Hawaii, it can be quite humid! Months between November and March are also considered the rainy season. If your blood pressure rises at the idea of your wedding day getting rained on, I would suggest avoiding a completely outdoor wedding during those months. Lastly, hurricane season lasts from July through October. Although it doesn’t affect us every year here in Hawaii, we do get threats often.
It is important to take into consideration all of these factors. They will greatly determine you and your guest’s comfort level.
WHAT IS INCLUDED
Each venue is different and to truly understand what you are paying for, you need to find out what is included.
At the most basic level, a venue should have parking, restrooms, power, water and dumpsters for trash. If a venue does not include these things, you will incur additional expenses that may not typically be included in the average wedding budget. These extra, and often hefty, expenses are things like portable restrooms, large generators and trash haul away services.
Next you will want to find out if they include any rental items. Many venues provide some tables and chairs. Others will include lighting, linens, place settings and glassware. The labor to set these items up may or may not be included. It is important to consider if these items add value for you. Just because a venue provides chairs, doesn’t necessarily mean they are the kind of chairs you want at your wedding.
Photo Credit: ARIA Studios
It is also important to ask how long you get the venue for. Some venues allow 3 days, 12 hours or even rent by the hour. Most vendors need 5-6 hours to set up an entire tented outdoor event, while an indoor venue may only require 2 hours for set up.
Lastly, you will want to find out if they have in house services that you are required to work with. Many venues will require you to rent additional rentals through them or work with their in house caterer or bar service. Although this can certainly make your life easier and provide for less moving parts, you will also have less control over how you allocate your budget.
WHAT ARE THE RULES
Each venue typically has its own unique set of rules.
A common one is a specific end time for amplified noise. In the state of Hawaii there is a 10pm noise ordinance law for outside events. With that being said, some venues have even earlier end time depending on the neighborhood they are in. If you are looking to party into the wee hours, then an indoor venue might be a better fit.
Many venues also require a licensed wedding planner or coordinator to manage the event. This ensures there is a responsible point of contact in case there are any problems.
The purchase of liability insurance is another common rule. This way both the client and the venue are covered in case of damages or alcohol related incidents.
Each venue is different, but it is important to consider these rules before booking.
MAKING THE DECISION
With each venue being so different, it can be hard to make a decision sometimes. There are a few things we suggest doing, to help you narrow it down.
First of all, you should try and see the venue in person. Sometimes photos and video just don’t do a location justice! Not only that, but the feeling you get at a venue might play a large role in your choice. I can’t tell you how many couples have chosen a venue because it feels peaceful or the staff made them feel welcome. Getting your boots (or testing your heels) on the ground really helps!
Last, it is a great idea to list out the pros and cons of each venue. Getting it on paper and weighing all the considerations can be very insightful. Make sure to consider everything; price, view, amenities, customer service, etc.
Photo Credit: Stephen Ludwig Photography
Choosing the right venue is a huge task, but hopefully this thoughtful guide will get you off to a good start.
If you feel like you could benefit from a wedding planner or consultant, head on over to our services page to learn more about how we can make wedding planning a whole lot less work for you!
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Warmest Aloha,
