Your wedding venue sets the stage for the entire celebration, so why settle for anything less than perfect? From breathtaking ballrooms to charming barns and coastal escapes, the right space brings your vision to life and keeps everything running smoothly. But with so many options, how do you choose?
It all comes down to balancing the big four: budget, guest count, style, and logistics. The right venue checks all those boxes—and then some. Here’s how to find the one that fits your theme, meets your needs, and makes your big day unforgettable.
Start With Your Budget
Before you start touring venues, decide how much of your overall wedding budget you will spend on the space. Most couples spend around 35% to 50% of their budget on the venue, catering, and rentals, so setting a clear limit will save time and help you focus on places that fit your price range.
As you compare venues, pay close attention to what’s included. Some spots bundle in extras like tables, chairs, linens, or basic décor, while others require you to rent everything separately through a party rental company.
Remember to factor in hidden costs, too. Overtime fees, service charges, and parking or shuttle expenses can sneak up on you fast. Ask for a detailed price breakdown, so you know exactly what you’re paying for and can avoid budget-busting surprises down the line.
Estimate Your Headcount Early
Have a rough guest list ready before you begin visiting venues. Your headcount plays a role in determining the size of the space you’ll need. A venue might list a maximum capacity of 150, but that doesn’t always guarantee a comfortable fit.
Here’s what to consider when sizing up your options:
- Dining space. Will you use round tables or long banquet-style seating? Each layout takes up space differently and impacts the flow of the room.
- Dance floor. Planning to dance the night away? Make sure there’s room for a dance floor that won’t cramp your guests’ dining space.
- Comfort and movement. People should be able to move easily between tables, food stations, and the dance floor without feeling squeezed.
Think beyond capacity numbers—choose a venue that feels spacious, not just full.
Pick a Venue That Matches Your Wedding Theme
Your venue should reflect the style and atmosphere you dream of for your big day. Pick a space that fits the mood, whether you’re going glam or keeping it casual. Here are a few popular styles to inspire you:
- Ballroom or banquet hall. Timeless and elegant, ideal for black-tie celebrations.
- Rustic barn. Warm, charming, and perfect for a relaxed and stylish gathering.
- Beach or garden. Great for couples who love the outdoors and want a breezy, natural setting.
- Historic mansion or vineyard. Romantic and sophisticated, with built-in charm.
Always have a solid Plan B if you’re considering an outdoor venue. In addition to backup space, consider guest comfort—shade, seating, and restroom access all contribute to keeping things enjoyable outdoors.
Location, Location, Location
Where you host your wedding matters—not just for the vibe but also for your guests’ experience. If you’ve got people traveling in, make sure the venue is easy to get to and guest-friendly.
Here’s what to keep in mind:
- Accessibility. Look for venues with plenty of parking, valet services, or shuttle options.
- Lodging. Check for nearby hotels, inns, or vacation rentals, so out-of-towners have a place to stay.
- Weather considerations. Surprise rain showers can pop up in Charleston. If you plan to go outdoors, have tents, shaded areas, or an indoor backup ready.
For those planning a destination wedding, consider additional travel costs and logistics to make the experience convenient for guests.
Know What’s Included Before You Book
Not all venues have the same perks, so know exactly what you’re getting for your money. Asking the right questions upfront can save you time, stress, and surprise expenses later.
Here’s what to find out:
- Are tables and chairs included, or will I need to rent them?
- Do you provide linens, tablecloths, or charger plate rentals?
- Is catering in-house, or can I bring in my own team?
- Do you offer essentials like a sound system, lighting, or an on-site coordinator?
Choosing a venue that includes essential rentals and services can streamline your planning and help you stay on budget. If the venue is more bare-bones, you can partner with a trusted event rental company to fill in the gaps with pieces that match your wedding style.
Focus on the Flow
A great venue isn’t just beautiful—it’s functional. The layout should make it easy for guests to move seamlessly from the ceremony to cocktail hour to the reception. Think about the flow: Are the dining, dancing, and mingling areas conveniently located? Will guests be wandering or waiting?
If you’re inviting elderly or disabled guests, check for ramps, elevators, and comfortable seating.
Also, consider the space for logistics—like photo-worthy backdrops, room for buffet stations, bar setups, and enough breathing room between tables. An open and thoughtfully arranged venue will keep your celebration comfortable, inviting, and stress-free.
Ask the Right Questions Before You Commit
Before signing on the dotted line, ensure you’ve covered all the details with your venue. Start with the basics:
- What’s the deposit, and is it refundable?
- Are there fees for cancellations or rescheduling?
- What’s included in the rental fee?
- Do you require event insurance?
Exclusive-use venues can give you a more private, intimate experience, so don’t hesitate to ask.
Then, ask about the logistics:
- What’s the setup and breakdown timeline?
- Will vendors have easy access?
- Is there an on-site coordinator to help manage the day?
- Is there space for the bridal party to get ready?
Also, ask about noise restrictions, parking, and whether outside rentals—like glassware or specialty décor—are allowed. Clear answers now mean fewer surprises later—and a smoother wedding day.
Tour and Compare Before You Decide
Photos can only show so much, but nothing beats seeing a venue in person. Take the time to walk through each space, get a feel for the atmosphere, and ask plenty of questions. Bring a checklist and jot down notes on layout, amenities, lighting (natural and artificial), and overall ambiance.
Ask yourself: Does this space bring your wedding vision to life? Is the staff helpful and professional?
As you tour, compare how each venue handles things like table and chair rentals, catering, and décor. Snap photos and ask about any restrictions on set up, decorations, or preferred vendors.
The more details you gather during your visits, the easier it will be to confidently choose a venue that meets your style and logistics needs.
One Step Closer to “I Do”
Choosing the right wedding venue is a big milestone, and with a little planning, you can find a stunning space that fits your vision, guest list, and budget. Once the venue is locked in, it’s time to bring the details to life—elegant glassware rentals, statement charger plates, and beautiful tablecloth rentals that tie it all together.
At CHEERS, we offer top-quality wedding rentals in Charleston, SC, helping you create a breathtaking celebration. Browse our collection and discover how CHEERS can elevate every detail of your wedding day.