Skipping these steps can lead to stress, wasted money, or a venue that doesn’t quite fit your needs. The good news? A little organisation goes a long way.
With Wedlock, you can keep every task, budget item, and decision in one place – so you’ll feel calm and in control from day one.
1. Finalise Your Guest Count
Before you can even start shortlisting venues, you’ll need a rough idea of how many guests you’re inviting. A venue that fits 60 people comfortably will feel cramped at 90, while a ballroom built for 300 can feel empty with 100 guests.
You could start by creating your Guest List in Wedlock. You can easily group guests by day or evening, track RSVPs later, and adjust numbers as things change. This one step alone will make choosing a venue much simpler.
2. Align on Your Wedding Style or Theme
Before you view venues, decide what kind of atmosphere you want to create. Are you picturing a rustic barn, a city rooftop, or a classic manor house?
This decision impacts your entire venue shortlist – and helps you filter out options that just don’t fit.
3. Choose Your Ideal Season or Date Range
You don’t need to know the exact date yet, but having a preferred time of year helps narrow down venue options. Think about weather, seasonal pricing, and your guests’ availability.
Many couples now choose a flexible date range and let their dream venue guide the final choice. In Wedlock, you can create tasks like “Check summer availability at venue” to stay organised.
4. Research Ceremony vs. Reception Locations
Some venues offer both ceremony and reception spaces, while others only handle one part of the day. If you’re having the ceremony elsewhere, make sure travel time and logistics won’t stress your guests (or you!).
Create two Venue Tasks in Wedlock: one for ceremony research, one for reception. You’ll be glad you kept them separate when comparing details later.
5. Draft Your Priority Vendor List
Photographers, caterers, and florists often book up just as quickly as venues. Make a shortlist of your must-have vendors and check their availability before confirming dates.
You can store their details and quotes inside your Wedlock project by using the Budget tools. So you always have the information at hand when you need to make decisions.
6. Check Accessibility and Accommodation
Think about your guests’ experience – especially older relatives, children, or anyone travelling long distances. Does the venue have ramps or lifts? Is there nearby accommodation or parking?
Add a simple checklist in Wedlock for each venue you’re considering. Tick off essentials like “on-site parking” and “bridal suite included”.
7. Review Venue Rules and Restrictions
Many venues have their own policies – like preferred suppliers, alcohol limits, music curfews, or décor restrictions. Knowing these early can save major headaches later.
8. Set a Realistic Budget
It’s easy to fall in love with a stunning venue that’s well above your price range. Avoid heartbreak by setting your budget early – and sticking to it.
In Wedlock’s Budget Tool, you can track deposits, set payment reminders, and keep tabs on what’s been paid and what’s still due. Be sure to include extra costs like taxes, service fees, and tips.
9. Get Input From Key Decision-Makers
Before signing anything, make sure both of you (and possibly parents, if they’re contributing financially) are on the same page. A quick family chat now avoids awkward conversations later.
10. Visualise the Day From Start to Finish
Imagine how the day will flow: the ceremony, the drinks reception, the meal, and the dancing. Will guests need to move between spaces? How long are the breaks? Is there enough time for photos?
Plan Smart, Not Fast
The best weddings are planned thoughtfully, not rushed. Completing these ten tasks before booking your venue ensures you’re choosing a space that truly fits your budget, your style, and your guest list.
With Wedlock, you can keep every detail, from tasks and budgets to guests and countdowns, all in one place. It’s wedding planning made easy.