Choosing your Tampa Bay wedding venue is one of the biggest decisions you’ll make for your wedding day as it sets the tone for the atmosphere, can dictate which vendors you hire, and takes up half your budget, so it’s important to select one that is the perfect match.
Price can often be a sensitive issue, as typically the venue is one of the first vendors that you book and is also the most costly. Though as our experts point out, if you find a venue that you fall in love with have a conversation with the venue sales specialist, and they will often provide you with options to try to match your needs as closely as you can.
One of the biggest mistakes we see couples make is to inquire with lots of venues, then get completely overwhelmed by the options, emails, and follow-ups. Take the time to do some due diligence before you hit the send button, and if you are no longer interested in a venue, then kindly reply to let them know (that way they stop emailing you!)
We asked our team of wedding experts to share their insight on common mistakes couples make when choosing a wedding venue to give you insight to make a better-informed decision!
Mistake #1: Focusing Only on Price
“If you only focus on the price you will always fall short. It’s the experience and memories that are the critical components. Focus on the best values and the best reviews (from couples and vendors). Focus on venues that care about others (inclusive of everyone), that care about the environment (paperless, no straws, green cleaning products, low-waste, etc), and that are easy to deal with. Choose venues that list their pricing, put everything in writing, and have all your details, floorplans, timelines, invoices, and vendor contacts info organized. You want a venue that really cares about you and not just your checkbook. Ask a lot of questions and be a good listener. If the venue isn’t asking you a lot of questions, run.” –Michael Scott Novilla, owner of NOVA 535
“The most common mistake I see is couples not having a budget or idea of the type of venue or wedding they want. Couples will send out a blanket of inquiries from multiple wedding sites asking about packages. This will bombard their inbox with so many emails making it overwhelming very quickly. Many venues have a range of services and packages they can offer and even customize to meet a client’s needs. Make a list of what is important to you, reach out to those venues specific to your wants and needs, and then narrow down that to a small list to find your perfect venue. Money is not always the deciding factor: customer service, type of venue, menu, and extra services may all be factors on why a couple chooses their venue.”
“When researching venues online a lot of couples look at the pricing first and may dismiss a venue solely on that without ever doing a site tour. While budgets are very important, a lot of times venues can work with your budget, within reason. Instead of dismissing the venue at first glance, set up a site tour and let the venue know your budget to see if they can work with it. It is also important to know what your venue includes for your wedding. A venue may have a ceremony fee or rental fee but includes a day of coordinator, chargers, Chiavari chairs, a complimentary room night, etc. These are important because the more the venues include the less you have to worry about finding additional vendors.”
“A huge component of the price is ‘what’s all included.’ A lot of couples get fixated on the price when they haven’t even weighed what’s included in that price. There are lots of venues that include tables, chairs, valet, cleaning fees, etc. that help to balance out what you’d be spending on other vendors. You really need to do a lay of the land and see what each venue includes and have your planner go over where you get the most bang for your buck.” -Laurie Lupcho, owner of Core Concepts
Mistake #2: Not Providing Enough Information
“Unfortunately, many times, couples fall in love and book a venue without doing all of the prep work. Beyond having a wedding date in mind, you want to create a rough guest list and a working budget, including your priorities. Couples can book a venue that is too small for their actual guest list or overspend leaving themselves ‘house poor’ with no money for the things that are important to them.” -Tammy Waterman, Master Wedding Planner, Special Moments Event Planning
“When you are inquiring with a venue it is important to let them know your wedding date and how many people. This allows the venue to let you know if there is space available on that day for the size of your wedding. This is always the first thing I ask with every new couple.”
“If couples would provide more information and price point, the venue can narrow down what is sent to the couples. This helps filter their choices to a few that they can then concentrate on, correspond with, and research to find the perfect fit for them.”
Mistake #3: Showing up Without an Appointment
“It is important that couples realize that they should schedule an appointment for a tour. This will ensure the right person can be available to answer their specific questions and that the areas the couple wants to see are available. A private event may be taking place in the venue, other couples may be touring when you arrive, or the correct person to show the property could be off-site. Venues want to block out time for you to visit when they can provide customer service to give you what you need.”
“Definitely don’t do that! There may not be anyone there. Most venues are by appointment only. Sales managers and venue owners rarely operate a 9-5 schedule, have other meetings/appointments, and cannot take unscheduled appointments. Private venues won’t even be open a lot of times unless there’s an event going on that day. A huge mistake is showing up unannounced during someone else’s event, and it’s just plain rude to be there thinking you can do a walkthrough on someone else’s event day. This happens a lot and is not ok. You wouldn’t want someone doing that to you.” -Laurie Lupcho, Owner, Core Concepts
Mistake #4: Not Exploring the Back Up Plan
“We are located in Florida; rain is bound to happen! It is important for couples to know Plan A and Plan B. Couples dream of that perfect beach backdrop but are not prepared for a sudden 4 o’clock thunderstorm. Most venues will have the final say on the ‘indoor call.’ The decision is based on the safety of the couple, guests, and their staff. When couples book their venue make sure to explore what the venue offers as a backup option. Consider aligning the décor to both options. Also, when booking in those summer months highly consider an indoor option!” -Andrea Paulet, Catering Sales Manager of the Postcard Inn on the Beach
“We see couples forgetting ‘Plan B.’ They can get hyper-focused on one aspect of a venue or another, such as a lawn or garden, and don’t typically think about having a backup plan for weather and the unexpected. We recommend working with the venue to make sure that ‘Plan B’ is built into your contract so that day-of you know that no matter what mother nature is doing, you are going to love every moment of your wedding day. Wedding planners are pros at creating contingency plans while keeping in mind your overall vision, eliminating any guesswork or bad surprises.” -Jessica Ralph, Executive Planner/President of Parties A’ La Carte
Mistake #5: Choosing a Venue that is Too Small
“Use the three-quarter rule. Venues want to maximum revenue by filling a reception space, but that might make the seating a little closer than you’d find comfortable or a smaller dance floor than you’d like. For a guest list of 75 guests, you might consider a venue that accommodates at least 100 for a seated reception.” -Tammy Waterman, Master Wedding Planner, Special Moments Event Planning
Mistake #6: Not Allowing Enough Setup Time
“The biggest mistake I see over and over is couples signing a contract without the guarantee of enough setup time. It is important to know in advance how elaborate your décor will be. Having the venue for the time your decorator needs is worth the extra cost! I recently had a bride who didn’t allow for enough time for her 16×12 floral wall. The florist charged for the extra labor the decorator needed to hire to have the wall done in time, and I can not imagine the stress she felt for the wall to be complete!”
“Most wedding venues will rent for a certain period of time i.e. 4, 6, 8 hours. etc., and they expect the setup, reception, and takedown to be complete in that time frame. Remember, this is a venue you’ve never set up at before, a high-stress environment, compounded by several other moving pieces to consider (ceremony, vendors, timeframes, etc.). It can be difficult to keep within the time allotted. If possible, we recommend renting the venue for the full day and paying for the cleanup, this allows you to focus on the decor, presentation, and coordination of the event with more flexibility and knowing that the venue is taken care of!” -Brandon Wheeler, owner of Gulf Beach Weddings
“When booking the venue the hours needed depend on your other vendors, what kind of décor you have, and how much time it’s going to take to set up. Consult with your planner when deciding these things, and they will let you know exactly how much time you’ll need. It’s what we do, and we know these answers already! There have been times where you’re given two hours before the ceremony starts to set up, and it was never discussed, and the other vendors are scrambling to be ready. That’s a feeling you do not want to have on the wedding day. Many venues only include a short window before as they expect the client to pay for more hours. It’s a way for a venue to make more money.” -Laurie Lupcho, owner of Core Concepts
“If you are planning your wedding ceremony at a house of worship, be mindful of the distance to the reception venue you are considering. If it’s too far, you might have guests that skip the ceremony or get delayed/lost in traffic.” -Tammy Waterman, Master Wedding Planner, Special Moments Event Planning
Mistake #7: Ghosting Your Venue
Engage with the venue by calling them back, responding to their emails, and answering their questions. Even if you are no longer interested or they are not a good fit, just let them know. A customer service-driven and professional venue will keep reaching out to follow up and make sure they can help, but they don’t want to become bothersome!