How to Choose the Right Wedding Venue

Your wedding venue is one of the biggest decisions you'll make during the planning process.

It determines much more than where you'll get married. Your venue can affect your guest count, budget, catering options, rentals, décor, timeline, transportation and even which wedding professionals you can hire.

And while it's easy to walk into a beautiful space and immediately picture your wedding there, there are some practical things worth considering before you sign the contract.

Here's what to look for when choosing the right wedding venue.

Start With Your Guest Count

You don't need every RSVP before touring venues, but you should have a realistic estimate of how many people you plan to invite.

Ask each venue about both its maximum capacity and the number of guests the space comfortably accommodates.

Those aren't always the same thing.

Think about how the room will function once you add tables, chairs, a dance floor, food or bar stations, a DJ or band and other wedding-day elements.

You want enough space for everyone without making the room feel either crowded or strangely empty.

Look at What's Included

Two venues with very different rental prices may end up costing about the same once you understand what's included.

Ask whether the rental includes things like:

• Tables and chairs

• Linens

• Setup and cleanup

• Getting-ready spaces

• Ceremony space

• Reception space

• Décor or decorative items

• Audio equipment

• On-site staff

• Parking

• Security

• Trash removal

A lower rental price isn't necessarily a better deal if you'll need to rent, transport and set up everything separately.

Compare the total wedding cost, not just the venue's starting price.

Think About the Entire Wedding Day

When you tour a venue, don't only look at the ceremony backdrop or reception room.

Picture the entire day.

Where will everyone get ready?

Where will personal belongings go during the wedding?

Where will your wedding professionals load in and set up?

Where will family photos happen?

Where will guests go between the ceremony and reception?

Is there enough room for dinner, dancing and the other activities you're planning?

And what happens at the end of the night?

The best venue isn't simply one that photographs beautifully. It needs to function well for the kind of wedding you're planning.

Ask About Wedding Professional Policies

Some venues allow couples to choose any insured wedding professional they want.

Others have preferred lists, approved lists or professionals you're required to use for certain services.

Neither approach is necessarily a problem, but you should understand the rules before booking.

Ask:

• Are we required to use specific wedding professionals?

• Can we bring in our own caterer, DJ, florist or other professionals?

• Are outside professionals required to carry insurance?

• Are there additional fees for using professionals outside the venue's preferred list?

• When can they begin setup?

• When must everything be removed?

If you've already booked someone important to you, make sure the venue allows them before signing anything.

Understand the Food and Beverage Rules

Food and alcohol policies vary widely between venues.

Some provide in-house catering. Others require approved caterers or allow you to choose your own.

Ask about:

• Catering requirements

• Kitchen access

• Outside food

• Cake and dessert policies

• Alcohol requirements

• Bartender requirements

• Corkage or service fees

• Cleanup responsibilities

If you're comparing venues, include these costs in your overall estimate. Food and beverage requirements can significantly change the final price.

Have a Weather Plan

If any part of your wedding will be outdoors, ask what happens when the weather doesn't cooperate.

In Oklahoma, weather can have opinions of its own.

A good backup plan is worth having.

Ask to actually see the backup space rather than simply being told one exists.

Would you still be happy getting married there?

How quickly can the ceremony or reception be moved?

Who makes the final weather decision, and when?

Are there additional costs involved?

The goal isn't to worry about rain six months in advance. It's knowing that if the weather changes, there is already a plan.

Consider Your Guests

You and your partner are the stars of the day, but your guests need to be able to comfortably attend it.

Consider:

• Parking

• Accessibility

• Restrooms

• Climate control

• Distance from hotels

• Transportation options

• Walking distances between spaces

• Seating for older guests

• Accessibility for guests with mobility needs

If many guests are traveling to Bartlesville for your wedding, also think about how easy it will be for them to get from their hotel to the venue and back.

Understand the Timeline

Ask exactly how much time you have at the venue.

Find out:

• When you can arrive

• When your wedding professionals can begin setup

• When guests can arrive

• How long the ceremony and reception spaces are available

• When music must end

• When guests must leave

• When cleanup must be completed

• Whether additional hours can be purchased

A beautiful venue can become stressful quickly if the available timeline doesn't work with the wedding you're planning.

Pay Attention to How You're Treated

You're not only choosing a building.

You're choosing people you'll communicate with throughout the planning process and depend on during your wedding.

Notice what happens during the inquiry and tour process.

Do they respond to questions?

Are pricing and policies explained clearly?

Do they seem interested in understanding your wedding?

Do you feel comfortable asking questions?

Are they organized?

You don't need someone to tell you yes to everything. In fact, experienced venue professionals may tell you when an idea won't work well in their space.

What you want is clear communication and confidence that they'll help your day run smoothly.

Before You Book

Before paying a deposit, make sure you understand:

• The total rental cost

• What's included

• Deposit and payment schedule

• Cancellation and rescheduling policies

• Wedding professional requirements

• Food and alcohol policies

• Setup and cleanup responsibilities

• Access times

• Weather backup plans

• Any additional fees

Get everything in writing and read the contract before signing.

Then ask yourselves one final question:

Can we picture our wedding working here—not just looking beautiful here?

If the answer is yes, you may have found your venue.

Find a Bartlesville Wedding Venue

Bartlesville and the surrounding area offer wedding venues with different styles, settings and amenities.

The Bartlesville Wedding Association makes it easier to explore trusted local wedding professionals, compare your options and find the team that fits the wedding you're planning.

Explore Bartlesville Wedding Venues →

LOCAL EXPERTS. LASTING MEMORIES.