The reception venue is one of the most important aspects of your wedding planning—and also the most expensive. It will, in fact, determine all other aspects of your wedding and your choice of vendors. This makes it your starting point for planning your big day. Want to make the best choice based on your preferences? Check out our tips for choosing the right wedding reception venue!
First and foremost, we recommend that you start the process as early as possible to reserve your reception venue (at least one year in advance), since many venues are in high demand and book up very quickly. It would be a shame to miss out on the venue of your dreams!
1| Choose the location you want for your wedding
The first step in choosing your reception venue is to decide on the region where you’d like to hold your wedding. Based on your preferences or where you live, you can then narrow down the area to refine your search.
Your choice may also be influenced by the distance between the reception venue and the location of your religious and/or civil ceremony. On the other hand, if you decide to have a non-religious ceremony, you’ll have more freedom, but the exterior of the venue you choose will be very important.
Also, keep in mindhow accessible the venue is by public transportation, especially if your guests are coming from far away or need to take a train or plane. This will make their trip easier and help ensure no one gets lost along the way! 😉
2| Set the budget allocated to the venue
To choose the perfect venue, we recommend that you determine the budget you’d like to allocate for this purpose. This will allow you to narrow down your options and visit only those venues that fit within your budget. That way, you won’t be disappointed and can choose a venue that you can actually afford.
To reduce the budget for the venue, you can choose a date outside the peak wedding season. For example, choose a weekday or a date in the winter, and you’ll be able to take advantage of special rates! This will allow you to book the venue of your dreams at a lower cost.
If you need help estimating the budget for the venue, check out our article onoptimizing your wedding budget.
3| Determine the number of guests at your wedding
When you start looking for a venue, we recommend considering the number of guests at your wedding to choose the right capacity. In fact, some venues only accommodate small weddings due to the size of their spaces. On the other hand, if you have few guests but the venue is too large, you risk having unused space and paying more than necessary for the number of guests.
Instead, ask the venue about the minimum and maximum capacities they recommend for their reception hall. This will save you valuable time when selecting a venue.
In addition, if you’d like to offer your guests the option to stay overnight, you’ll need to find out about the availability of accommodations on-site or nearby. For a little extra fun, you could also set up tents in the venue’s grounds.
4| Decide on the duration of your wedding
The desired duration of your wedding will also be a key factor in choosing the reception venue.
If you’d like to reserve the venue just for the weekend, we recommend booking it from Friday through Sunday. This will give you plenty of time to set up the decorations the day before the wedding and to rest up before the big day. On Sunday, you’ll also be able to clean up without any stress after the wedding.
Some places (especially vacation rentals) offer weekly rentals. If you’d like to get together with your family ahead of time and spend some time together, this can be a great way to unwind and get ready for the big day!
So, choose the duration that works best for you. The right venue will then naturally follow.
5| Define the venue's style
Every reception venue has its own character and style. It might feature a reception hall with a glass roof, exposed beams, or exposed stone walls… So, choose a venue based on your personal taste. Every couple has its own style preferences, and there truly is a venue to suit every taste.
If you’re having trouble deciding on the style of the venue, you can base your choice on your desired wedding theme. For example, if you’re going for a country or rustic theme, choose a country estate or a renovated farmhouse. On the other hand, if you’re going for a chic and sophisticated theme, opt for a castle or a mansion instead. In any case, keep in mind that the venue will set the tone for the day.
6| Check for any required service providers
In some cases, venues require you to use specific vendors if you book with them. Whether it’s the caterer, the DJ, or any other vendor, be sure to ask your contact person about this when you first get in touch or visit the venue. Take the time to meet with potential vendors so you can make an informed decision about the venue.
So, don't commit if you don't like any of the vendors that have been assigned to you. It's important that you're on the same page with all of the vendors for your big day.
7| Hidden Costs
During the site visit or initial consultation, be sure to identify any hidden costs that will need to be added to the budget and are not included in the venue rental package. These may include chairs or tables for dinner, heating, access to the coat check area, cleaning of the venue, etc.
Feel free to ask any technical questions you need to make your decision. That way, you'll have all the information you need.
Some specialized websites list wedding venues based on various criteria (mariages.net, zankyou, 1001salles…).
If you’d like some help finding a venue in Auvergne-Rhône-Alpes, Burgundy, or Provence, please don’t hesitate to contact our team of wedding planners! We’d be delighted to help you find that perfect venue.
Olivia & Marine
