The Ultimate Wedding Venue Checklist!

Woohoo! You’re engaged! So are we! Now what? I know, it’s kind of overwhelming. You’re super excited and also not entirely sure what to do next.

After you take a second to enjoy the moment, I recommend starting with a venue. Why? Once you sort out your destination (in our case it’s Cabo), you need to get busy figuring out where exactly the wedding will be. It’s a little crazy, because venues book up years in advance.

A lot of times, you’ll have to weigh desired dates and locations. So in order to make it as easy and stress free as possible, here is a guide from a real bride (me!) – my ultimate wedding venue checklist!

WTF is a Wedding Venue Checklist Anyways?

Basically, I put together my version of the ultimate guide for picking a venue – everything from how to find venues, what questions to ask and what to know before you take your tours!

So let’s start by answering a few questions…

Where the F do I even start?

I started with a “vision board”. I know it sounds cheesy. But starting with a general Pinterest board is really helpful.

Just start searching and saving. After you’ve save a bunch of photos, you’ll get a better idea of the direction you and your fiance want to go. Are you thinking indoor or outdoor? Local or destination? Industrial or more natural?

Then, start dialing in the number of people you’re anticipating inviting. Once you kind of map out the venue vibe, it will help narrow your search down.

Where Should I Search for Venues?

I started with google! I literally searched “wedding venues in Cabo”.

But, sometimes it’s helpful to go a less traditional route when searching. If you’re planning on having a smaller wedding, you can look at less conventional options. A lot of times, “wedding venues” charge more just because it’s a wedding and they know they can get away with it.

Instagram and Pinterest are also great search alternatives. Just search terms and hashtags related to your city. From there, don’t forget to save photos to that pinterest board that you like!

How Many Venues Did You & Tony Tour?

This is going to be unique to every couple. Since we were looking at venues while traveling, we had to narrow down our options before our trip.

We planned on touring 7 locations, but ended up only looking at 5. Oddly enough, the first location we looked at was “the one”. The more we toured, the more strongly we felt about the first spot. So we ended up canceling the last 2 tours.

Trust your gut.

And do not, I repeat… do not tour venues that you 100% know are out of your budget. There’s no reason and you don’t want to feel disappointed or stressed out.

What Types of Venues Should We Check Out?

Here are a few venue options I recommend researching:

Traditional “wedding venues”
Hotels & Resorts
Museums
State Parks & Local Parks
Airbnb’s
Baycyards
Restaurants
Historical Sites
Churches & other Religious Buildings
Public & Private Gardens

What Do You Need to Do Before Your Venue Tour?

I recommend writing down or printing our your list of questions beforehand. Print them out and bring a binder or wedding notebook. It’s easier and more reliable than using your phone. It’s also helpful in case you want to draw anything or make specific notes.

Bring your cell phone – and if you’re like me, bring a backup phone charger! I created an entire folder on my phone dedicated to wedding venues. That way we could look at the photos and videos I save later!

I also recommend to dress up a bit! I feel like it’s polite to dress nicely for the tour and shows that you take it seriously. But make sure you wear comfortable shoes! And don’t forget a jacket, just in case it gets cold!

Another thing I recommend – once you pick a venue – is to visit it at the time of your ceremony/reception. Why? Because the vibe can be totally different at different times of the day. We found a venue we loved, but realized it wasn’t a fit at sunset.

When we took a tour around 4 PM, there were a bunch of drunk people lingering at the infinity pool that looked out over the ceremony. Which felt kind of weird to us.

My Ultimate Wedding Venue Checklist

Here’s the checklist I made! Scroll down to download a printable version too!

Round One: Basic Questions

What dates are available?
How far in advance do we need to reserve our date?
Is there a waitlist on dates?
Are the rates the same year round? Are rates discounted during different seasons or days of the week?
What is the venue’s cancellation policy?
Is there a minimum guest quantity?
What is the maximum capacity?

Round Two: Let’s Talk Money

What is the deposit fee?
Is the deposit refundable? If so, what are the dates for refunds?
What are the payment schedules?
Are there late fees and what is the cancellation policy?
Does the venue offer any discount for up front payments?
What additional fees are not included (sales tax, service charges, resort fees, cleaning fees, gratuities, etc.)?
If the wedding is at a resort, what is the minimum number of rooms that must be reserved?
What special rates and accommodations do they provide for room blocks?

Round Three: Amenities & “Stuff”

If the wedding is being held at a resort, do they offer free rooms for planning visits?
Does the resort offer any free or discounted rooms for the wedding date or wedding weekend?
What additional amenities do they offer the bride & groom or wedding party?
Are there areas on site for the bridal party to get ready? Or do we need to reserve another location?
What locations are available on site for the ceremony, cocktail & reception? What are the differences in prices? Or is a buyout required?
What options does the location have for a rehearsal or rehearsal dinner?
What are the onsite lodging options? Or, what relationships does the venue have with nearby options?
Is shuttle service required? If so, does the venue provide it or are there recommended options?
Does the venue have cell service? If not, how can guests arrange for transportation?

Round Four: Vendor Talk

Does the venue require us work with a specific wedding or event planner? Is working with a planner a requirement?
Who is the point of contact for all planning?
Who is the day of point of contact and is there a backup contact? Will they be there day of?
Does the venue provide in house vendors? Do we need to source our own vendors? Are we required to use the venue’s vendors?
Does the pricing mentioned include vendors or are there additional fees?
What rentals are included in the venue rental? If there are any included, can we see them? (think tables, chairs, linens, silverware, napkins, etc.)
What time can setup begin the day of the wedding or the night before?
What time does the wedding need to end / are there fees or restrictions if the time goes an later?
Who breaks down the decor after the wedding?

Round Five: Food & Drinks

Does the venue have in house catering? If so, is it included in the rate? Can we do a food tasting?
If not, is there a required caterer? Do you have any recommendations?
What is the food & beverage minimum? Either total or per person.
Is alcohol included? Are there any alcohol policies of restrictions?
Can we bring our own alcohol? Are there any fees if we do?
Can we get a breakdown of price per person for different food & drink options?

Round Six: Narrowing Down Specifics

What are our options for ceremony, cocktail hour & reception – both inside and outside? What happens if the weather changes?
Do you have any examples of previous configurations for the ceremony and reception?
Do we need to bring our own sound system for the ceremony, DJ, etc?
What different lighting options are offered?
What options does the venue have for a dance floor?
Are we allowed to have candles? Can we bring other lights?
Are there any decor restrictions we should know of?

Round Seven: Let’s Get Even More Specific

Are children allowed at the venue?
Are animals allowed (if planning on having a dog)?
What’s the trash policy?
What’s the security situation? Do we need to hire someone or is it even necessary?
Are there bathrooms for the guests or do we need to rent them?
What’s the parking situation? Are there handicap options?
Are there any common issues that weddings have encountered at the location?
Do you have any recommendations or tips we might have missed?

Let’s Talk Money Again

What’s the minimum for the location we’re looking at?
When do you need us to confirm by? And how much would the deposit be?
Is there a difference in rates between any of the different location options or discounts we missed for dates?
What’s the average price per person we’re looking at for food and drink?
What accomodations can you make for us if we sign today (think…an extra night free at the resort, a discount off the top, discount for paying cash, etc)?
Can you send us a recap of the price via email so we have a confirmation of the basic costs to review?