Choosing the Perfect Venue: Number of Guests, Budget and Personal Style are Key Elements

The decisions you must make for your special event – whether it’s a wedding or a corporate retreat – are seemingly countless. Among the most crucial decisions is the venue – where you will host your special event?

Here are some thoughts to consider when choosing a venue.

How many guests do you want, and how mobile are they?
Is this a small group or several hundred participants? And if you’re planning a destination wedding or remote retreat, are your guests willing to travel to the venue?

The number in your party can immediately trim down a list of potential venues rather quickly. The smaller the group, the more likely you are to find more venue options.

And for events requiring travel, consider the budget of your invited guests, especially those who are important to the success of the event.

Do you want a religious ceremony?
A church-based service can impact the number of guests. Churches vary a great deal in size and depending on your convictions; you may find your choice of church falls short of needs. Consider a larger facility of the same faith – but be prepared for your choice of minister to possibly share the ceremony with the host minister.

How much work are you willing – or do you want – to take on?
The most austere of event venues can be made to sparkle with the right decorations and flowers. If you’re particularly talented in these areas and can take on the work – you’ll save a huge piece of your budget. Otherwise, know that décor and flowers can quickly add lots of extra dollars to a budget.

Size, budget – and style
OK, so you’ve found the perfect sized hall or venue, it fits your budget perfectly – but does it fit your style? Outdoorsy couple may have found the perfect hotel garden and reception hall for their big day – but does the glitz and polish of a hotel really fit their style? For this couple, an open air wedding and a reception in a state park picnic pavilion may be more their style. Likewise, the urban couple may not be very much at home with a beachside wedding. Consider style!

Public venues are magical – but often require permits
If the idea of a beach wedding or ceremony in one of Savannah’s beautiful public squares is more your style, work with a planner or make contact with city hall. Permits are often required for such events and can include other mandatory expenses like security or parking oversight. If you plan on having a reception in the same place, there may be rules and licenses required. Plan ahead and secure permits – you don’t want your event interrupted and potentially shut down for lack of permits!

This is as good a place as any to discuss alcohol service. Rules vary wildly from state to state – and city to city within a sate. Your caterer, bar caterer or alcohol provider should be able to answer questions regarding permits. In some cases, the bar caterer will have the only license necessary. In some cases, know that you may have to acquire your own special event alcohol license. Check local regulations.

Ask to see pictures of previous events
Regular event halls should have photos of past events to help you get a feel for how the space looks when set for a wedding or special event. The pictures, in fact, may not be perfect, and may illustrate difficult to decorate features of the space. Scrutinize the photos carefully.

Is it clean, well-managed and maintained?
When you visit potential venues, walk around. Look not just at the public space, but at the areas that will be used for catering, bar service and restrooms. Is it clean? Are fixtures, floors and doors well maintained and functioning? Do you see fire extinguishers, clearly marked exit signs and other indicators that the venue owner takes pride in the location?

Any restrictions on catering – and can your caterer’s needs be addressed?
Some venues have a mandatory list of caterers that must be used – or handle food service in-house. Regardless, coordinate between catering and the venue to make sure your caterer has what they need to work. If your venue, for example, does not have a working kitchen, your caterer will have to bring cooking surfaces and hot-holding vessels, which can add to your cost. Caterers need refrigeration, hot and cold running water and areas in which to handle clean-up. Trying to save a few dollars on an ill-equipped venue can come back to haunt you with a larger catering bill.

Home weddings: Is the wear and tear worth it?
I’ve been to several weddings held in private homes or on the scenic lawns of Savannah’s many waterfront homes. The events are beautiful – but are the wear and tear worth the savings of a commercial venue? I’ve seen one evening’s worth of wedding guests literally wear the paint off of a staircase bannister!

You can possibly have as many as a few hundred guests parking on the lawn, treading on gardens, interior floors and carpeting. In all likelihood, you will need to bring in portable toilet facilities to accommodate a large party. Bands or DJs will require a place for staging and have demanding electrical needs. And, again don’t forget your caterer: Will they work from the home kitchen or need to bring cooking, cleaning and hot-holding equipment?

Is there parking?
If you’re having a wedding with 150 guests in one of Savannah’s squares on a busy spring day – you will have parking issues. What began as a storybook wedding can turn into a scene from a bad movie. Elderly guests can’t be expected to walk – and loading and unloading zones will have to be managed and cleared quickly. When planning, remember that people have to get to your event in some form of transportation -- consider parking and how guests will get form cars to the venue.

What is payment policy? How about add-on charges?
Venues will require a deposit and many require full payment in advance of the event. Understand payment polices, get the pay structure in writing – and don’t forget to include details on venue cancellation policies. Some venues will have a per piece charge for chairs, tables, table cloths and other add-ons. Some venues will break out fees for things like security, valet parking, clean-up and a site manager.

A part of any venue agreement is the time prior to and following the event. This allows florists, designers, musicians and caterers time to prepare and time to break down and clean up. Any time outside of the venue’s standard access period may be charged additionally.

Know what the fees are – and know that as you continue to add these details, the budget will continue to climb.

Rain, rain, stay away!
Your outdoor event is all set – but don’t forget that you will need a Plan B in the event of rain.

What? Yes, you just added to your budget! Most large scale events with out of town guests can’t be cancelled due to rain or inclement weather. Work with a venue to be your back-up plan. 




Thanks to Savannah-based photographer Richard Burkhart for use of his photographs. Richard is a veteran photographer with experience shooting in many of the city's and region's venues. You can view his wide range of work and contact him on his website, http://photosbyrb.com/.