Everything You Need to Know Before Booking a Wedding Venue
Congratulations on your engagement! This period is brimming with excitement and joyful anticipation, and admittedly, quite a bit of planning. Selecting the ideal venue is a crucial decision in your wedding planning journey. It not only frames the ambiance of your celebration but also impacts various other elements of your special day. To assist you in beginning this process, here is all the essential information you need before securing a wedding venue.
Why the Venue Matters
A wedding venue is not merely a setting; it's the foundation for cherished memories. The ideal venue complements your desired theme and ambiance while providing comfort for your guests. Given the vast array of choices, from rustic barns to sophisticated ballrooms, it's crucial to have a clear vision of what you want before making a decision. Most West Texas brides envision their special day beginning with an outdoor ceremony, followed by a large indoor reception area. Lucky for Amarillo brides, our venue offers both of these! Many Amarillo and Canyon couples choose Cornerstone Ranch Events as their wedding venue simply because we can accomodate large guest lists, host ceremonies inside our 10,000 sq ft venue or outside in our lush, green, fenced in backyard under the custom built wooden pergola, and we offer so many things in our packages that most wedding venues do not!
Key Considerations When Choosing a Wedding Venue
1. Budget
Firstly, determine your budget. Venue costs can consume a large part of your wedding budget, so understanding what you can afford is crucial. In setting your budget, take into account what the venue's package includes (such as set up, clean up, and decorations) and any potential extra expenses (including insurance and security). Also, it is important to note what your wedding venue requires for payments. What is the retainer fee? Can you make monthly payments, or is the full balance due at time of booking? Here at Cornerstone Ranch, we require a $750 retainer fee to get your date on the books. This is credited towards your remaining balance. After booking, we offer no interest monthly payments, with the final payment being due one month prior to the event. Our affordable wedding venue in Amarillo, Texas typically books out anywhere between 12-18 months out for those popular wedding dates!
2. Guest List
The size of your guest list will significantly impact your choice of venue. It's important to have an approximate headcount before scouting for potential locations. This will help ensure that the space is adequate to host your guests comfortably, without being overcrowded. Wedding planning tip: Venues will advertise their MAX capacity on their websites. Don't be fooled by a venue stating they can hold 200 guests...that is their MAX capacity and won't give you any extra room on the dance floor, around cake tables, and for guests to move around easily. Always book a larger wedding venue than you think you need, that way you have choices when it comes to your reception set up and dance floor size! Our Amarillo venue can hold 500 guests, making it the perfect choice for anyone looking for less than that guest count. We've hosted anniversary parties for 50 guests, large wedding receptions for 500 guests, and everything in between.
3. Venue Style
Consider the style and theme of your wedding. Are you imagining a classic and traditional ambiance, or a contemporary and stylish one? Numerous venues provide diverse settings, ranging from outdoor gardens to elegant indoor ballrooms. Select one that resonates with your vision. Here in West Texas, our rustic-chic barn venue theme is perfect for any type of event!
4. Location
When selecting a venue, consider its proximity to your guests' origins. Is the venue accessible? Does it offer nearby lodging for those traveling from afar? The location of the venue is crucial as it can influence your guests' attendance, so prioritize accessibility and convenience. With our Amarillo wedding and event venue located just off I-40, it couldn't be easier to find us! We are located just 7 minutes from Amarillo, 30 minutes from Canyon, and 25 minutes to the airport. There are several hotels that work with wedding parties to block off rooms located just 7 minutes down the road from us off I-40. We are also 5 minutes from the world famous Cadillac Ranch, 30 minutes to Palo Duro Canyon State Park, and so many other fun experiences your guests can stay entertained by.
5. Availability
In-demand event venues often fill up fast, occasionally years ahead. After selecting your top preferences, it's crucial to inquire about their availability near your preferred wedding date. You might need to be flexible if your ideal wedding venue is booked on your selected date.
6. Services and Amenities
Determine the services and amenities provided by the wedding venue. Check if they offer in-house catering or have a list of preferred vendors. Verify whether essentials like tables, chairs, and linens are part of the package. Create a checklist of your requirements and match it against what is offered by each venue to prevent unforeseen expenses. We always include tables, chairs, linens and set up in each and every one of our affordable wedding packages. No need to rent extra, we have more than enough for up to 500 guests.
7. Restrictions
Each venue comes with its own rules and limitations. Some may impose noise restrictions or have caps on alcohol consumption, while others may necessitate the exclusive use of their vendors. Being aware of these constraints in advance can help avert unexpected problems down the line.
Questions to Ask During a Venue Tour
When visiting potential venues, it’s important to come prepared with questions. Here are some key ones to consider:
What is the capacity of the venue?
What is included in the rental fee?
Are there any hidden costs?
Can we bring in our own vendors?
Are there any restrictions we should be aware of?
Is there a contingency plan for bad weather (if considering an outdoor venue)?
How many events do you host in one day?
Is there a backup in case of power failure?
What is the cancellation policy?
Can we do a food tasting before the wedding?
How long will our vendors have to set up?
Are there any vendors you don’t allow?
Do you offer any planning tools that will be helpful?
What types of decor do you include in the venue rental?
Do you offer wedding planning services?
Be sure to also take note of the venue’s aesthetics, cleanliness, and overall atmosphere. Pay attention to how responsive and accommodating the staff is, as they will play a crucial role in making your wedding day run smoothly.
Making the Final Decision on a Wedding Venue
Once you've visited the wedding venues and collected all the essential information, evaluate your choices considering your priorities and the offerings of each location. Take your time with the decision—imagine your wedding day at each venue. Which one resonates with you? At which venue can you picture a celebration with your family and friends?
Selecting a wedding venue is a crucial decision in planning your special day. Given the myriad of factors to consider, it's vital to begin your search early and focus on what's most important to you. The ideal venue will not only accommodate your practical requirements but also embody your unique style and the dream you have for your wedding.
After narrowing down your options and signing the contract, you can proceed with the remainder of your planning, feeling confident and excited!
Keep an eye on our blog for more wedding planning advice and tips. We'll provide ongoing updates and insights to ensure your special day is as enchanting as you've always imagined. And if our Amarillo wedding venue has peaked your interest, contact us today for a private tour!
XOXO--Ally
Special thanks to these amazing locally owned wedding venues who support us and inspire us with blogs daily!
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