Hi everyone! I thought I would share some helpful wedding (and special occasion) planning tips.
Whether you’re organising a wedding, vow renewal, commitment ceremony, or another celebration – this one’s for you.
Today’s topic: Venues. Booking the right venue is one of the most important decisions you’ll make, so let’s talk about what to think about, what questions to ask, and a few things that may not be on your radar.
1. Decide on the vibe & style you want
First things first – what kind of celebration are you dreaming of? Are you picturing a rustic barn, a vineyard, a formal hall, a beachfront, a chapel, a garden, or something unique? The style of venue you choose will impact almost every aspect of your day – from logistics to atmosphere.
It’s also okay if you and your partner have different ideas – start with a discussion about what’s most important to both of you and go from there.
2. Always have a Plan B
This is especially true for outdoor ceremonies – and not just because of rain. Wind, extreme heat, or soggy ground from days of earlier rain can all make things uncomfortable or even unsafe for your guests and vendors. Even if the forecast is fine, the ground might still be muddy.
A solid Plan B isn’t a downgrade – it’s a way to ensure the day is beautiful, no matter the weather.
P.S. Planning an indoor wedding is also a great way to ensure your day runs smoothly, no matter the weather!
3. Venue access – before and after
Ask when you can access the venue for setup. Do you get the space the day before? The morning of? And what about packing up? – do you need to be out that night or the next morning? If you’re DIY-ing anything, this timing matters more than you might think.
Also, check what is and isn’t included in the venue’s package – some venues are fully inclusive, while others are “dry hire,” meaning everything from cutlery to chairs may need to be sourced separately.
*More to come on dry hire venues.
4. Think about transport and parking
Does the venue have enough parking? Is it accessible for buses or have close parking for easy accessibility for those that need it? Consider whether the terrain is suitable for vintage cars or lower vehicles – no one wants a muscle car stuck in a pothole!
Is your ceremony spot easily accessible and safe to get to? Are there any guests who may need assistance to safely get to the ceremony?
If your guests are drinking or travelling from out of town, offering a transport option or shuttle service can take a lot of stress off everyone.
5. Power and lighting
Power is something you’ll only notice if it’s not there. Ask where power outlets are located – this affects where bands, DJs, celebrants, or styling elements can be placed. Extension cords are an easy fix, but not always ideal for safety or aesthetics.
Also ask about lighting – while a moody candle-lit reception might look romantic in person, it could be tricky for your photographer and videographer.
Speak to them about the best way to light your space to balance ambience and photo quality.
6. Trust your vendors – especially when it comes to Plan B
If your celebrant, photographer, or coordinator suggests a change due to weather, sound, lighting, or timing – trust them. We’re here to make your day run as smoothly as possible. We’ve seen a lot of things, and we’re always working with your best interests in mind.
If the weather turns and we need to move things indoors – know that we’re doing it to protect your comfort, your guests, and your memories.
7. Don’t forget the little details
Create a “venue kit” – just in case! Include:
- Scissors
- Tape (check with the venue what’s allowed on walls)
- Cable ties
- Extension cords/power boards
- Lighter (for candles) – check the venue allows real flames
- Umbrellas (clear ones look great in photos!)
- Phone chargers
- Spare batteries for any tech
Also, if you’re using a venue-supplied PA system, confirm to connect – Bluetooth, Aux cord? You might need adapters or backup devices.
8. Venue coordinators vs. wedding coordinators
They are not the same – both are amazing, but their roles are different.
- A venue coordinator looks after what’s promised in your venue package: meals, drinks, timings, bump-in/out, safety and regulations. They’re invaluable, but their responsibility is to the venue & their staff.
- A wedding coordinator (or day-of coordinator) works solely for you. They liaise with all your suppliers, manage your timeline, and fix things before you even know there is a problem. If your budget allows, hiring one can be a total game-changer.
9. Stay true to what you and your partner want
It’s easy to get caught up in family suggestions, Pinterest comparisons, or what others have done. But your day should feel like you. Choose a space that fits your story, your comfort, priorities and budget.
10. And lastly – enjoy the ride
Planning can feel overwhelming – especially if you haven’t organised a big event before. Lean on your vendors, ask questions, take breaks, and always come back to the reason behind the celebration: your love and your commitment to each other.
No matter what kind of day you choose, it will be magic – because it’s yours.
Thanks for reading – I hope these tips help make your planning just a little smoother.
If you’ve got questions or want more tips, feel free to reach out. You’ve got this!
Until next time,
Kate x
Celebrations by Kate 