The Ultimate Guide to Booking Your Wedding Venue

Denise Ko Photography

One of the most important tasks in wedding planning is securing a venue. There are tons of articles out there on how to choose a wedding venue and what to look for. But once you’ve decided which venue you want, how do you actually book it?

Today, we’re walking through the booking process with you, sharing what you should expect and other important things to consider. Keep reading for the ultimate guide on booking your wedding venue!

Before You Book
Before you secure your venue, there are a few things you’ll want to be set on.

First, make sure you know your budget. And I mean, really know your budget. How much are you willing to spend? Is there any wiggle room? Who is contributing? One of the biggest mistakes you can make in booking a venue is choosing one that’s outside your budget, or not being aware of fees that might show up later. Being clear on your budget and how much you can allot to the venue is important to know upfront.

You will also want to know the approximate size of your guest list. Not only does this play an important role in determining your budget, but it comes into play when booking your venue. Most venues have a limit to how many guests they can accommodate. For example, Four Oaks Manor can accommodate up to 200 guests. If your guest count exceeds that, you’ll either need to trim down your list or look for another venue.

Lastly, it’s important to check in with the venue’s availability. Is the date or season you want available? How much time at the venue would they allot for your wedding? If your date is not available, do they have other dates you would consider?

J. Scott Nimtz Photography

What to Expect
Once you’ve chosen your venue and are ready to book, set up an appointment with the venue. This can either be in person or over the phone. The two main components of venue booking include reviewing the contract and paying the booking deposit.

The Contract
When you review the contract with your venue, there are a few things you should be looking for:

• Payment Plan - How much are you expected to pay? When do the payments need to be made? What affects the pricing?
• Fees - What is their cancellation fee? Do they have a rescheduling fee? What about other fees such as pet fees, cleaning fees, etc.?
• Important Policies - Are there any policies you need to be made aware of? What are you held responsible for? What do they expect from you?
• Security Deposit - Do they require you to make a security deposit? Is it refundable? What are some reasons the security deposit would be pulled?
• Weather Plan - Do they have a backup plan in case of inclement weather? What would that plan cost you? *This is especially important if your venue is primarily outdoors.
• What’s Included - How much time comes with the venue? Are tables and chairs included? What services are included?

When you’re reviewing the contract, don’t be afraid to ask questions. If there is anything that is unclear to you, it’s better to get the answer before you commit to the venue.

The Booking Deposit
The booking fee is what actually secures your date at the venue. As with the contract, there are some questions you should be asking:

• Is the deposit refundable?
• Does it go toward the total cost, or is it considered separate?
• How much is the deposit for your date?
• What forms of payment are accepted?

There you have it, folks! You’re all set to book your venue.

Just getting started on your venue search? Here are 30 helpful questions to ask when you’re touring a venue.

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Interested in booking Four Oaks Manor for your wedding or special event? Reach out to inquire or set up a tour!

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