Once you’re engaged, the sheer number of wedding decisions can quickly become overwhelming. There are dates to choose, budgets to set, guest lists to create and, of course, that all-important question: where are we going to get married?
The secret is not to try and tackle everything at once. Take each decision one step at a time, stay organised and, most importantly, remember that there is no single “right” way to plan your wedding.
One of the very first decisions you’ll need to make is when and where you want to get married. And this is where trusting your instincts really matters.
Your wedding venue will set the tone for your entire celebration. It is where you’ll create memories with your partner, your family and your closest friends, so choosing the right space deserves careful consideration.
Start with the Date — But Stay Flexible
The date and venue are often completely dependent on one another. You may have your heart set on a particular venue, only to discover that your preferred date is already booked.
Rather than choosing one date and becoming too attached to it, consider having two or three possible dates in mind. Being flexible can make a significant difference when it comes to securing your dream venue.
And remember: the perfect venue on the right date is far more important than simply ticking a date off the calendar.
Before signing anything, make sure you understand exactly what is included in the venue hire. Some venues offer an almost completely blank canvas, meaning you may need to arrange everything from tables and chairs to lighting, catering, crockery, glassware and décor.
The Numbers
Your guest list will have a major influence on your venue choice. Start with a realistic estimate of how many people you intend inviting and make sure the venue can comfortably accommodate your numbers. Consider not only the maximum capacity, but also whether the space will still feel intimate and comfortable if your final guest count is smaller. Remember that not everyone you invite will necessarily attend. Your final numbers can have a significant impact on your overall budget and may also open up venue options that initially seemed unsuitable.
The Area
Where do you want to get married? For many couples, weddings are no longer restricted to their hometown or the area where they live. Destination weddings—whether abroad or somewhere special within South Africa—have become increasingly popular. Think about what type of experience you want to create. A coastal celebration, a winelands wedding, a forest setting or a Garden Route destination will each create a very different atmosphere. Just remember to consider the experience for your guests too. Accommodation, transport, travel time and accessibility can all have an impact on the overall celebration.
The Logistics
Think carefully about how the day will flow. Do you want your ceremony and reception to take place at the same venue, or are you happy to have guests travel between locations? If you are considering a church or off-site ceremony, think about parking, transport, travel times and how easy it will be to move your guests from one location to another. Your desired wedding style will also influence your venue choice. Perhaps you envision an outdoor garden ceremony followed by dinner under a beautifully dressed marquee. Maybe you prefer an elegant indoor celebration with dramatic lighting and a sophisticated reception setup.
Choose a venue that works with your vision rather than one that requires you to completely transform the space.
Before You Book, Ask the Right Questions
Once you have shortlisted a few venues, don’t be afraid to ask questions. The details that seem insignificant at the beginning can have a major impact on your final budget and the smooth running of your wedding.
Find out:
Does the venue allow you to use your own caterer, florist, décor company and other suppliers?
Are there preferred or exclusive suppliers you are required to use?
What exactly is included in the venue hire?
Are tables, chairs, crockery, cutlery and glassware included?
If they are included, do they suit the look and feel you are trying to achieve?
Are there additional setup or breakdown fees?
What time can suppliers access the venue?
Are there after-hours charges, and when do they apply?
Are there corkage fees or other beverage-related charges?
Are service charges or gratuities added to the final bill?
Are there restrictions on candles, confetti, décor installations, hanging décor or other styling elements?
Can you make changes to the existing décor or layout?
Is there sufficient parking for your guests?
Is accommodation available on-site or nearby?
Are there other weddings or functions taking place at the venue on the same day?
Are there areas of the property that guests or suppliers cannot access?
Is the venue suitable for the season in which you are getting married?
What happens if the weather changes?
Is there a suitable backup plan for an outdoor ceremony or reception?
What are the venue’s restrictions regarding alcohol and bar service?
If the venue provides the catering, can you arrange a tasting before confirming your menu?
Look Beyond the Pretty Pictures
A venue can look spectacular in photographs and still not be the right venue for your wedding.
When you visit, try to imagine your actual wedding day. Where will guests arrive? Where will they have pre-drinks? Where will the ceremony take place? Where will the bar be positioned? Is there enough space for dancing? Where will the DJ or band set up? How will the catering team work? Where will your suppliers load in and set up?
These practical details are just as important as the beautiful view or impressive reception room.
And don’t be afraid to ask to see photographs of previous weddings at the venue. They can give you a much better idea of how the space works when it is fully dressed and filled with guests.
Don’t Forget the Fine Print
Before you sign your venue agreement, make sure you have a complete understanding of the costs.
Ask for a detailed quotation and check for additional charges that may not immediately be obvious. A venue that initially appears to be less expensive can quickly become considerably more costly once you add setup days, overtime, corkage, furniture, staffing, cleaning and other extras.
Understanding the full cost of the venue from the beginning will make budgeting much easier and help avoid unpleasant surprises later.
Trust Your Instincts
Ultimately, choosing your wedding venue is about much more than finding a beautiful backdrop. It is about finding somewhere that feels right for you as a couple, works for your guest numbers and budget, suits the season, supports your vision and allows the day to flow naturally. If you’ve worked through the important questions, understand exactly what you’re paying for and can genuinely picture yourselves celebrating there with the people you love, you may just have found the perfect venue for your perfect wedding.
Happy planning!
