The Keys to Choosing the Perfect Wedding Reception Venue

Hello everyone,

Today, we're diving right into the heart of the matter: choosing your reception venue. This is often the first major decision you make when starting your wedding planning journey, and it can quickly feel overwhelming, especially if this is your first time embarking on this adventure!

Don't panic! As an experienced wedding coordinator, I'm here to guide you. Below, I'm sharing all the crucial points to consider to make sure you make the right choice from the start.

1. Size Matters: Properly Assessing the Venue Dimensions

This is a critical point! The space must perfectly match your vision, both in terms of capacity and atmosphere.

• For a small wedding (30-50 guests): Opt for a smaller, cozy venue. This instantly creates a feeling of intimacy and exclusivity. If you choose a space that is too vast, you risk having to "furnish" it to avoid that empty feeling, which will result in unnecessary additional decoration costs.

  
  

• For a large wedding: Make sure you have plenty of space, not only for the tables but also for circulation and extras (like the dance floor, a photo booth, a chocolate bar, or a champagne fountain). Nothing is more frustrating for guests than having to squeeze through or feel packed in. The comfort of your guests is paramount to ensuring a smooth and enjoyable evening.

  
  

2. The Inclusions: The Detail That Makes the Difference

Before committing, it's essential to understand exactly what is included in the rental price.

If the venue is a "blank canvas" type (space rental only), ask these important questions:

• Are tables, chairs, or linens provided?

• What about cleaning services before and after the event?

• Are there any decorative elements included (string lights, outdoor flower pots, etc.)?

• Who is responsible for closing the venue at the end of the night and managing vendors? (Knowing this can save you time and stress!)

3. Exclusivity: Are You the Only Event?

Depending on the size of the reception venue, it's possible that more than one wedding or event could be taking place simultaneously.

If this is the case, you might have to share the entrance, the cocktail area, or even the ceremony location. In this context, it is especially important to have a wedding coordinator on site. Their role will be to ensure your schedules, wishes, and spaces are not mixed up with those of the other event, offering you peace of mind and protection against any accidental "wedding-crasher."

4. Outdoor Spaces and the Backup Plan

Many couples dream of an outdoor ceremony. If the venue offers magnificent gardens or terraces, you absolutely must discuss the rain Plan B.

• Is there a dedicated indoor or covered area for the backup ceremony?

• Is the team capable of performing a "room flip" (quickly reusing the indoor ceremony space to transform it into a dance floor or reception hall)?

  
  

My Pro Tip: If the venue has a Plan B, ask to see it! Couples are often very disappointed by the alternative offered (a small corner of the terrace, a charmless meeting room) compared to the magnificent garden that initially made them choose the spot.

5. Permissions and Prohibitions

You have a clear vision for your big day: candles everywhere, fireworks during the kiss, or a fog machine for the first dance?

Before getting carried away, inquire about the specific regulations of the reception venue. Common restrictions concern:

• Real unprotected candles

• Sparklers or outdoor fireworks

• Fog machines or cold spark machines

• The use of confetti (especially if it's not biodegradable)

  
  

It's better to ask now than to have a nasty surprise the day before!

6. Practical Little Extras

Finally, don't forget the logistical aspects that greatly simplify the day:

• On-site accommodation: An ideal option for your guests and for you.

• Preparation room: A suite or dedicated space for the bride (or couple) to get ready on the big day.

• Accessibility: Is there easy access and suitable facilities for people with reduced mobility?

• Dates: Obviously, confirm that the dates that suit you are still available!

  
  

I hope this checklist helps you start your venue search with confidence!

Feel free to tell me what planning topic you would like us to discuss next!

Lots of love,

Lusiné A.