How to Find Your Perfect Venue!

So you just got engaged! Congratulations! Now it’s time to find the perfect venue for your big day!

The venue should be the first planning decision you make as it can help dictate many other wedding decisions including date, catering options, coordination, guest list, color scheme and more. A lot of people make the mistake of hiring vendors before they have even picked their venue. This can become a problem if the venue has a required vendor list, does their catering or has their own coordination team. For instance, here at Kennolyn we have our own catering department, an entire events team and the DJ is included in the facility fee.

Picking the best wedding venue can seem overwhelming. Below are some things to help you on your search!

1. Guest List

First things first, sit down and put together a preliminary guest list. This can help you narrow down the types of venues that will work for you and should always be one of the first things you check with each venue. Make sure they can fit your ideal size group.

2. Budget

Once you have an idea of how many people you want to host, figure out how much you are willing and able to spend on the whole wedding all in. This is an important step, you don’t want to fall in love with a venue that is far out of your price range.

3. What’s Included

When reaching out to venues, find out what is included in the cost and what you will have to provide at an extra expense. Are certain vendors included? What décor items are available? Are food and beverages provided on site? Are any rental items included (here at Kennolyn all tables, chairs, glassware, silverware, linens etc are included in our facility fee)? The more inclusive venues will save you money and planning stress in the long run.

4. Type of Venue

Deciding the style of venue you like can be difficult and may require visiting multiple types to see what feels best to you. Indoors or outdoors? In the trees or near the beach? One day venue (like our Hilltop Hacienda) or weekend venue (like our Stone Creek Village)? Formal or casual? Or maybe you know exactly the kind of venue you’re looking for. If you’ve always dreamed of being married amongst the redwoods don’t waste a lot of time visiting venues that don’t offer that option. Know you want something outdoors, stay away from hotels. Love the idea of a barn wedding, leave wineries off the list. Sit down and really think over the type of surroundings you want at your wedding.

5. Rain Options for Outdoor Weddings

If you have decided an outdoor is for you, make sure you find out about rainy weather options. Is there an indoor space on site to use in case of bad weather (we use our Hacienda and our lodge for rain coverage if needed)? Or do you have the option to rent a tent? Tent rentals can get very expensive, so venues with indoor and outdoor options can be huge money savers!

6. Parking & Accessibility

Parking is a big factor in choosing your venue. If there isn’t enough parking on site there will be an extra expense of adding shuttles to get your guests off and on the property. Our Hilltop venue has a large parking to accommodate all the guest, but our Stone Creek venue has a much smaller parking lot and requires some shuttling on the wedding day. Also is the venue accessible for all guests. Is the terrain rough to walk on? Are their lots of steps? Can wheelchairs get around easily? You’ll want to make sure all your guests have an easy time navigating your venue.

7. Noise Ordinates

What are the time restrictions for each venue? In Santa Cruz County we have a noise restriction of 10pm for amplified music at outdoor venues. If you are looking to keep the party rolling until past midnight, you will need to be looking at indoor reception options.

8. Bathrooms

How many bathrooms are on site? Do you need to bring in rental restrooms? This is a must ask at any venue you visit. You want to make sure you have enough restrooms to service all your guests. You don’t want people having to spend too much time waiting to use the bathroom. Also make sure at least one of the restrooms are ADA accessible.

9. Privacy

Privacy is a big one when it comes to wedding venues. You don’t want strangers walking through your event. This becomes an issue with hotels, museums & parks. Kennolyn is behind a gate and assures it is just you and your guests enjoying the night. Be sure to ask about privacy and how they handle non-wedding guests if the venue isn’t completely private.

10. Surrounding Area & Hotels

Where will your out of town guests stay? Are there any activities to offer them for the weekend? Are you close to any attractions or beaches? Make sure to ask the venues about their surrounding areas and the best hotels for your guests to book.

11. Staffing

Another big factor in venue choosing is whether staffing is included or something you will have to outsource. At Kennolyn we have an entire staff to help with the setup, service and break down of the wedding that is included in the fee. If they don’t offer a staff find out what you are responsible for. Do you have to set up and break down the space?

12. Coordination

In my humble coordinator opinion, this is one of the most important parts of venue touring. Does the venue have their own coordinator? Here at Kennolyn we have a full events team that will help plan and coordinate your wedding included in the fee. It is hugely helpful to find a venue that has a coordinator on site as they know the space and venue rules better than anyone! If a venue doesn’t have an onsite coordinator ask for a list of coordinators that have worked at the venue in the past. You don’t want someone guessing their way through the ins and outs and restrictions of the venue!

13. Do Your Research

Last but truly most important, do research before touring any venue. Look at photos, ask questions, find out pricing etc. Don’t go in to venue touring blind. You don’t want to waste your time traveling to and touring venues that aren’t what you are looking for. I tell all our couples there