How to choose a wedding venue: a step-by-step guide

Location

Where you hold your wedding will have a huge influence on which of your invitees will be able to attend. Older relatives might find traveling too far a challenge, parents of younger children might struggle to find overnight babysitters if they need to stay in a hotel and the cost of travel and accommodation might be prohibitive for some.

A venue with good transport links and nearby accommodation will remove a fair amount of friction for everyone involved. For couples looking at a London wedding venue, that balance can be especially important.

Regent’s Events has the advantage of being in Regent’s Park while still being close to Baker Street, which means guests are not dealing with a long, complicated journey. The on-site parking is also worth noting, particularly in central London, where that is not always easy to come by.

Capacity

Draw up your guest list, being realistic about how many people you think will actually be able to make it on your big day. If you and your partner have decided that these are the people you want to share your day with, don’t look at any venues that can’t cater for this number.

Layout matters too. A venue may have enough capacity, but still feel awkward if there is no natural flow between drinks, dinner and dancing. As you compare event spaces, think about how guests will move through the day and whether the room will still work once everything is set up.

Catering

Your guests are going to talk about the speeches, the outfits, the flowers and the music for weeks after your wedding. But the one thing that will be discussed above and beyond all of these details, is the food and drink. It’s likely that the venues you’re looking at will insist you use their in-house caterers, so scrutinise them as closely as you do the venue itself. Ask to see sample menus and research their reputation before you commit.

Cost

Talk to the wedding team at each venue about the finances and your budget before you begin your visits. Falling in love with somewhere you can’t afford is going to set an unrealistic benchmark you won’t be able to reach. It’s also worth making sure you ask the team upfront about the extras. Is there corkage? Do you need to hire their furniture? A good wedding venue will help you with your budget and make sure you’re aware of all the costs you might incur.

Contingencies

If you’re planning on getting married in the warmer months of the year and would like to hold parts of your ceremony or reception outside, make sure you understand what the inclement weather contingency is at each venue. Try and picture your wedding day in the Plan B space – if it doesn’t work for you, then that venue is the wrong choice.

Testimonials

Don’t be afraid to ask to be put in touch with couples who have held a similar wedding at each shortlisted venue. Their experience and advice could prove invaluable and will give you the chance to get honest answers to questions you might not feel comfortable asking the staff about.

The team

The wedding team at any venue is going to play a large part in making your day special and memorable. Make sure you know who you’re going to be dealing with during the planning and on the day itself as this relationship is going to be a really important one.

‘The one’

Once all the logistics above have been ticked off your list, the final decision on a wedding venue always comes down to emotions. As with knowing you’ve found the right person to spend the rest of your life with, finding the right venue should be as much about that feeling of ‘just knowing’ as making sure it ticks all the right boxes. Try to be aware of how you feel the first time you walk into a place and trust any nagging doubts you have if it simply doesn’t feel right.

Common mistakes to avoid

One of the easiest mistakes to make is being swayed by first impressions before asking enough practical questions. A venue may look beautiful on the day of a viewing, but you still need to know how it works when the schedule is in motion, the guest list is finalised and the weather is less cooperative.

It also helps to avoid rushing into a decision too early. Comparing a few venues properly, taking notes after each visit and asking the same key questions each time will usually make the right choice much clearer.

What should be included in wedding venue hire

This will differ from venue to venue, so it is worth asking for a full breakdown rather than relying on assumptions. In most cases, you will want to know whether the hire covers furniture, set-up, clear-down, staffing, a planning contact, catering coordination and use of different spaces across the day.

It is also useful to ask how long you have the venue for, when suppliers can arrive, and whether there are restrictions on entertainment, styling or external contractors.

Sometimes a venue with a higher starting price turns out to be better value once everything is taken into account. Sometimes the opposite is true. You only really know once the details are laid out properly.

Questions to ask before booking

A viewing is the time to ask direct questions. Who will be your main contact? Who will be there on the wedding day itself? What happens if your numbers change a little? Is there a wet weather option you would genuinely be happy with? Are there recommended suppliers, or are you free to choose your own?

You can usually tell quite a lot from the answers. A good venue team will be clear, open and realistic. That matters, because the people handling your wedding will play a big role in how supported you feel during the planning.

How much does an outdoor vs indoor wedding venue cost

Cost will depend on several factors, including guest numbers, catering, staffing, hire items and the time of year.

Outdoor weddings often involve extra infrastructure, such as a marquee, power, heating, flooring or a backup space. Indoor venues may already have more of this built in, so it is worth considering the overall cost rather than the starting price alone.

Your Regent’s wedding

Regent’s is situated in private, secluded gardens found within Regent’s Park. The venue is just a short walk from Baker Street tube station and makes an ideal choice for couples looking to tie the knot in the summer months. The lush lawns and mature gardens provide an idyllic backdrop for any wedding reception and our beautiful, ivory marquee can be opened out or snuggly sealed up depending on the weather. To discuss your dates, numbers and ideas, contact us.