51 Tips on How to choose a Wedding Reception Venue

Try to define where you want to get married

You make the venue search much easier for yourself by narrowing down the regions where you'd be happy to get married. 

Consider things like lodging availability, how far your guests are willing to travel, and how much it will cost. Check the tourism website for major events that may result in a shortage of visitor beds, and try to avoid those dates.

Just keep in mind that the further away from civilisation you are, the smaller the pool of local wedding vendors (such as wedding celebrants, wedding bands & musicians, wedding florists, and so on) you will have to choose from.

How far in advance do you need to book your venue?

This is yet another crucial factor to consider when selecting a wedding venue, and it's something you'll want to do as soon as possible because many venues book up one to two years in advance. 

If you have your heart set on a particular location, contact them as soon as possible to enquire about their availability.

If your prefered venue is not available on your wedding date and you are dead set on having your wedding ceremony or reception there, you may need to reschedule or start looking for a new venue.

Is there accommodation nearby for your wedding guests?

Take into account whether your reception venue offers overnight accommodation for guests travelling from overseas or interstate, or if there are hotels nearby.

Why not hold your wedding at a five-star hotel for a seamless and stress-free experience? You'll have dedicated in-house wedding coordinators and bespoke menus created by the hotel's chefs in addition to the on-site accommodations. 

Sofitel Sydney Darling Harbour and Pier One Sydney Harbour are two of our favourite hotel wedding venues.

Talk to a Planner First

Yes, before you even begin looking at available spots. According to Alliey Kline-Weichelt, lead planner and CEO of Alley & Co. in Green Bay, Wisconsin, "Wedding Planners are much more familiar with the capabilities of a space, the layout, as well as the time and items you'll need to really transform it." 

Your planner will be aware of any creative ways to make it stand out from the crowd, as well as any peculiarities of the location that may make it challenging to realise your vision.

Choose a Venue That Aligns With Your Vision

According to Kait Costanti, co-owner and creative director of Bash in Bozeman, Montana, "This might seem obvious, but seek out venues that fit the aesthetic you have in mind." 

"If you want to have a contemporary wedding, you should look into renting out art galleries, restaurants with good design, or warehouse spaces. On the other hand, an outdoor wedding that takes place in a natural setting, such as a park, backyard, or ranch, is well suited for weddings that incorporate more natural elements. 

If you want your wedding to feel more connected to the location, it's important to select a location that not only complements your theme but also enhances it.

Does the wedding venue reflect your style?

Your wedding will be a day to remember for the rest of your life, and the wedding venue you choose should reflect your distinct style and personality. It's crucial to consider what makes you feel authentic as a couple and then design a space that reflects that.

Are you having trouble finding a wedding venue that matches your personality? Contact us today on (03) 9802 2477 to schedule a tour of Vogue Ballroom at 399 Blackburn Rd, Burwood East VIC 3151!

What’s your wedding venue budget?

Sorry to bring up the dreaded wedding budget, but it's something you'll need to consider before deciding on your wedding venue. Decide how much you're willing to spend before approaching venues to avoid the frustrations of falling in love with a wedding venue that's out of your price range.

Another suggestion is to clarify with the venue manager what is included in the hire fee and what else will be required to create your ideal wedding reception. Will chairs and tables be provided? Is there any extra styling included in the hire price? By asking these questions ahead of time, you can avoid being surprised by unexpected costs!

Remember Your Budget

Because venues with in-house catering (like hotels) will charge a price-per-plate, it's more than just how much renting the space will cost," says Kline-Weichelt. "Decor and floral design will raise the price as well." Determine your total budget as well as the approximate cost of executing your design. 

If adding that to the cost of renting the space blows your budget out of the water, you'll need to either scale back your design or look for more affordable locations. "Break down your overall budget by category, prioritising more funds for vendors who are a higher priority," Olsen continues. 

It's an uphill battle to stay within your budget when you still have a dozen other people to hire if you choose your venue first and then realise it's more than you should have allocated."

Set a tentative wedding budget

The type of venue you choose will most likely be determined by your budget. 

We use the word 'tentative' because, as women who have previously gone through the wedding planning process, we know that, despite our best intentions, wedding budgets tend to stretch. 

Budget blowout appears to be a contagious disease that affects 98 percent of couples, including ourselves.

Regardless, it's worth deciding how much you're willing to spend on a venue and sticking to it. Keep in mind what's included when choosing a venue – do you still need to rent tables and chairs? 

Extra restrooms? Don't be surprised by hidden costs; ask the venue owner or manager what additional items must be brought to the venue to get an accurate estimate of the actual hire price.

Remember That Budget!

"It's more than just the cost of renting the space," says Kline-Weichelt, because venues with in-house catering (such as hotels) will charge by the plate. "Decor and floral design will raise the price as well." Determine your total budget as well as the approximate cost of executing your design. 

If adding that to the cost of renting the space blows your budget out of the water, you'll need to either scale back your design or look for more affordable locations. Olsen continues, "Break down your overall budget by category, allocating more funds to higher-priority vendors. 

If you choose your venue first and then realise it costs more than you anticipated, staying within your budget becomes an uphill battle when you still have a dozen other people to hire."

Does the venue offer in-house catering?

Whether you're planning a formal multi-course seated dinner or a more casual sharing-style feast, you'll want to know if the venue provides in-house catering. 

If so, can they offer you menu options that fit your budget, number of guests, and any dietary restrictions? If not, do they have a list of local caterers that they recommend?

What will they provide when it comes to furniture and styling?

Don't assume that everything you see in the pictures is included when choosing your venue.

While most venues will provide chairs and tables, cutlery, crockery, glassware, linens, and table & wedding decorations may incur additional costs.

And, because not all venues will provide these items, be sure to enquire about what is included and what you will need to obtain on your own.

Does the venue have any noise restrictions?

This may not seem like a big deal when it comes to picking a wedding venue, but if you want to dance the night away with your friends and family, you'll need a place with reasonable noise restrictions.

Before deciding on a venue, find out what noise restrictions they have in place and when the reception must end.

Use Google creatively

Entering a region name plus the word 'wedding' into Google (e.g. 'Melbourne + wedding') is a trick we use to find difficult-to-find wedding venues. 

Then, using Google images, look up previous weddings in the area. Often, this will lead you to local wedding photographer's blogs, which will feature celebrations held in unique locations that you might not have discovered through a simple Google search.

Have you found a wedding venue that you like? Allow your inner social media stalker to run wild. Look up other weddings held at that venue on the internet; often, these will lead to the wedding photographer's blog. 

Look through the photos to see if there are any with a wedding hashtag that you can stalk on Instagram (often couples will chalk it onto a sign that ends up in the wedding photos). You'll get a closer look at the venue through the eyes of a visitor this way.

Get pinning

Have hundreds of pre-planned, amazing ideas ready to implement and know exactly how you want your big day to look? We didn't either.

Create a 'Wedding Planning' board on Pinterest (set it to private if you prefer) and start looking for ideas. You'll probably come across some cool venues along the way that will help you define the type of venue you want. 

Listen to your subconscious and look for venues that fit these categories if you find yourself pinning hundreds of pictures of ocean-view ceremonies or barn-style receptions. While you're at it, find and follow us on Pinterest.

Ask local wedding vendors for their advice

Why not ask some of the local wedding vendors if you know where you want to get married but are having trouble finding the right venue? After all, they've worked at a variety of local wedding venues and may be able to recommend a few that you haven't yet discovered.

Be clear on what’s flexible at the venue

If you have your heart set on a specific caterer for your wedding, there's probably no point in visiting a venue that only works with that company. Find out what's flexible before scheduling a viewing. 

Is it possible for you to choose your own vendors? Can you style the venue space yourself? Is it possible to bring your own alcohol or must you purchase it from the vendor? 

These are all things to think about when selecting a venue.

Prepare for your viewing

You'll probably visit a few different venues before deciding on 'the one.' We recommend getting a little prepared before you go to avoid them all becoming one big blur. 

The most important tip we can give is to take photos at the viewing; we wouldn't trust our memories to remember all of the unique and beautiful features of each venue.

Are there backup options in case of unpredictable weather?

If you're planning an outdoor ceremony or reception, make sure to enquire about your venue's wet weather options. 

While most venues have other rooms or covered spaces that can be used in the event of inclement weather, you may need to arrange for a marquee or other form of backup yourself in some cases.

Vines of the Yarra Valley in the beautiful Yarra Valley is a stunning wedding venue that offers both indoor and outdoor options for your ceremony and reception.