When you’re newly engaged, the first thing most couples do is start imagining the big day—what it’ll look like, where it’ll be, and who’s invited. But before you can pin your perfect vision to a date, there’s one thing that has to be locked in: your venue.
In a recent Hue I Do podcast episode, former seasoned wedding planner and designer Stephany Perry dropped essential wedding venue tips from a planner’s perspective, and let’s just say… the fantasy and the logistics are not always aligned. Whether you’re looking at a romantic outdoor estate or a sleek city ballroom, here’s what you really need to know before you sign on the dotted line.
You Don’t Have a Wedding Date Until You Have a Venue
You might think your wedding date is set the moment you two decide on that perfect month and day. Nah. But as Stephany said plainly: “If the venue is booked, then that’s it. There is literally no wedding.”
That means the venue—not whatever the girls on TikTok are saying—is what determines your actual date. Many couples build their whole vision around a specific day, only to find out their dream space is already booked. Then it’s back to square one. Instead of leading with a date, Stephany suggests couples lead with availability and flexibility. The more open you are to shifting your timeline, the more options you’ll have—and the less heartbreak you’ll face down the line.
Walk Into the Venue With Your Budget in Hand
One of the most practical wedding venue tips from a planner is to know what you can afford before you start falling in love with dreamy spaces. Stephany didn’t sugarcoat it: “Don’t go into a venue and spend 75% of your budget. It’s not realistic.”
Venues can be deceiving. A base rental fee may seem manageable, but once you add in required rentals, catering minimums, service fees, and overtime costs, you could be thousands over what you expected. The general rule? Your venue should make up no more than 30% of your total budget unless it includes major elements like food or furniture. If it doesn’t, it’s not a deal.
You Have to Love the Rain Plan as Much as the Dreamy Garden Setup
We all want clear skies and soft breezes if we’re dreaming of an outdoor wedding, but if the weather has other plans, what’s your backup? Stephany stressed that if your rainy-day option isn’t giving what you want it to give, then that venue isn’t it: “If you don’t love the backup plan, don’t book that venue.”
Too many couples focus solely on the main space without even glancing at where the ceremony would move if rain—or heat or cold—rolls in. And let’s be real: your mood and your photos will shift depending on the vibe of that indoor space. Ask your venue to show you both options, and don’t just look at it—feel it. Can you imagine saying “I do” there? If not, keep looking.
Contracts Come with Hidden Fees—Don’t Get Caught Off Guard
Another key wedding venue tip from a planner? Treat that contract like it’s a passive-aggressive group chat. Look deeper. Stephany warns that venues may tack on fees you didn’t see coming: “Look out for credit card fees, service fees, and even charges for someone controlling the light board.”
And let’s not forget things like early access, trash removal, or cake-cutting charges that show up later. Some venues even charge extra for vendors not on their preferred list. The contract may look clean, but you need to ask for a full itemized breakdown—and read every clause like your wallet depends on it. Because it does.
Bring People Who Will Ask the Questions You Forget
You’re not just touring a space. You’re walking into a business transaction. And sometimes love goggles and excitement can make you overlook the fine details. If you’ve already hired a planner, make sure they’re present for the venue tour. If a parent or friend is financially involved, bring them, too.
They may catch things you missed—like poor lighting, awkward room flow, or lack of vendor access points. Having the right folks with you means you’re making the decision with clarity, not just emotion. This is one of those quiet-but-powerful wedding venue tips from a planner that can make all the difference in how smooth things go down later.
Don’t Just Look at the Main Room—Check the Bathrooms and Bridal Suite
Stephany said it best: “Some gorgeous venues have tragic bathrooms.” You could be getting married in a literal fairytale, but if your guests have to walk across the venue to a single stall restroom or your bridal party is crammed into a dim dressing room with one outlet? That’s not it, girl.
A functional bridal suite needs seating, lighting, mirrors, outlets, privacy, and enough space for your beauty team and closest folks to feel calm and cozy. A clean, accessible restroom setup keeps your guests feeling cared for. Always tour these areas and imagine what it’ll feel like to use them for hours on one of the most emotional days of your life.
Don’t Underestimate Parking—Your Guests Will Notice
You’d be surprised how many couples forget to ask about parking until it’s way too late. Stephany broke it down clearly: “A 200-guest venue with parking for 80 cars can become a logistical nightmare.”
If there’s no valet, limited self-parking, or no rideshare drop-off zone, you’ll have frustrated guests arriving late or not at all. Make sure your venue has adequate parking, and if not, ask about shuttle services, offsite options, or valet packages. Accessibility isn’t just about getting into the venue—it’s about making it easy for your community to celebrate with you.
Your Vendors Deserve a Space That Works for Them
When planners talk about wedding venue tips, they’re not just thinking about how the space looks in pictures. They’re also considering how it functions for the caterers, florists, photographers, and DJs. Stephany emphasized this clearly: “You want to choose a space that makes it easy for everyone to do their jobs.”
Does the venue have a prep kitchen for your caterer? Is there enough room for your florist to unload and arrange decor? Is the lighting good for photos, or will your photographer be battling shadows all night? Ask what vendor accommodations exist and what restrictions are in place. A vendor-friendly venue means your entire team can shine—making your day even better.
Room Flips Can Be Beautiful—Or Completely Chaotic
Using the same space for your ceremony and reception might sound cost-effective, but if your decor is elaborate or your guest list is large, the turnaround might be too tight. Stephany has seen it all: “If it’s a decor-heavy wedding with large guest counts, room flips can take longer than cocktail hour allows.”
A delayed room flip can leave guests lingering without direction and can seriously disrupt your timeline. Ask your venue how they handle room flips. Do they provide a team? Will you need extra staff? Can the flip be done in under an hour? This is one of those wedding venue tips from a planner that’s about protecting your flow, not just your aesthetic.
Make Sure You Know Exactly How Much Time You Have (And What It’ll Cost If You Need More)
It’s easy to assume your venue rental is for the full day. But many spaces only give you eight hours total—which includes setup and breakdown. That could mean your wedding day is rushed or your vendors are scrambling to meet tight timelines.
Stephany noted, “Some venues charge $300+ per extra hour, plus staff fees.” That adds up quick. Always ask for clear timeframes: when can vendors arrive? When do guests need to be gone? What are the costs for early access or staying late? Time is money—literally—and this tip could save you hundreds.
Final Thoughts
Planning a wedding is emotional, but booking a venue is probably the second most important thing you’ll do. These wedding venue tips from a planner are about protecting your peace, your budget, and your joy. Don’t just fall for the pretty; ask the hard questions. Tour the less glamorous spaces. And don’t be afraid to walk away if something doesn’t feel right.
The right venue should not only look good—it should work for you, your guests, and your vision. Because a beautiful wedding isn’t just about where it happens—it’s about how well it flows, how cared for your people feel, and how stress-free you are on that day.
