Now your date has come, and you are calling your friends and relatives to find the best venue to book as early as possible. Booking your venue early not only makes it easier to secure your favorite venue but also often results in a cheaper price.

Booking your venue wisely is crucial because many future decisions will depend on the venue’s guidelines. We are creating this blog to help you make the best decision with minimal effort. Stay with us until the end of this blog to get the best tips and tricks for booking the perfect venue.

Determining Your Budget: Before booking a venue, it’s essential to know how much of your budget should be allocated to it. We recommend dedicating around 30% to 40% of your total budget to the venue. For example, if your budget is 10 lakhs, you should spend around 3 to 4 lakhs on the venue, leaving the rest for other expenses like photography, entertainment, and decorations.

For destination weddings, the budget may increase due to additional expenses such as guest accommodations and logistics. Your budget planning will also depend on factors like location, cultural traditions, specific requirements, number of guests, and the type of venue.

Key Considerations Before Booking a Venue:

  1. Multiple Dates: Consult your priest to get multiple auspicious dates. High-demand dates can lead to limited availability and higher costs.
  2. Conflict-Free Scheduling: Ensure your wedding dates don’t clash with any close relatives’ weddings to avoid missing important guests.
  3. Guest List: Plan special arrangements for your guests, especially for destination weddings. This includes booking hotel rooms, providing sweets or gift hampers, and considering increased expenses.
  4. Types of Events: Decide on the types of events you will host, such as the sangeet, reception, and wedding ceremony.
  5. Number of Events: Consider the total number of events, like pool parties, sangeet, the wedding ceremony, and the reception, as this will impact your venue choice and budget.
  6. Destination Wedding Logistics: If opting for a destination wedding, choose a city with good connectivity to airports and railway stations to ensure guest convenience.
  7. Proximity of the Venue: Select a destination that is not too far to minimize travel fatigue for your guests, allowing them to fully enjoy the festivities.

By considering these factors, you can make an informed decision and book the perfect venue for your wedding.

Hunting for the Best Venue: To streamline your search and avoid wasting time and money, use online resources such as Google and specialized websites like WeddingWire and WedMeGood. These platforms provide comprehensive details about venues, including real pictures, videos, and reviews.

Organizing Your Search: Create an Excel sheet with a list of potential venues. Begin by emailing or calling each venue with your specific requirements. Here’s an example of the information you might include:

Event Details:

  • Event Type: Wedding (Marwari)
  • Event Date:
  • Check-In: 25th May 21
  • Check-Out: 27th May 21
  • Pax: 250
  • Occupancy: Double and Triple
  • Menu: Veg
  • Number of Events

Additional Requirements:

  • APAI Package (With inclusions)
  • Liquor Policies
  • Venues for Events (Indoor Ballroom, Pool Area, Beach Area, etc.)
  • Sound Timing Restrictions (if any)
  • Details related to Panels/Monopolies
  • Payment & Cancellation Policy
  • Food Menus

Based on your conversations, you can shortlist a few venues that match your budget and preferences. Once you have a shortlist, schedule visits to those venues to make a final decision.

By following these guidelines and tips, you can book the best venue for your wedding with minimal effort and maximum efficiency.

Once you are at the venue, you must ask them these questions before booking. Only proceed if you feel comfortable with all the answers. Here are the questions:

  1. Minimum Guarantee & Maximum Capacity:
    • Minimum Guarantee: Ask for their minimum guarantee. This means if the venue’s minimum guarantee is 100 people, you must pay for 100 people even if only 60 or 70 attend. If the number of guests exceeds 100, you’ll pay per head for the additional guests.
    • Maximum Capacity: This is the maximum number of people the venue can accommodate or serve at one time.
  2. Floating & Seating Capacity of the Venue with and without Stage:
    • Floating Capacity: Understand how many guests can eat at one time if you have a large number of guests. For example, if the floating capacity is 150, then 150 people can eat at one time.
    • Seating Capacity: Find out how many people can be seated at once, both with and without a stage setup.
  3. Any Similar Event Near Your Event Day (if yes, then what):
    • If there is a similar event around your event day, discuss with the vendor about sharing setups to cut costs. For example, if there is a wedding in the morning with a DJ or stage decoration, you can use the same setup for your evening event, saving money.
  4. List of All Services (Parking, Security, etc.):
    • Ask for a complete list of services provided by the hotel, such as parking and security, to avoid any confusion later.
  5. Any Inclusions:
    • Check if the venue provides any inclusions like lights, sound systems, or electricity (mention the voltage). Make sure to get these details in writing.
  6. Number of Rooms & Rates for Single, Double & Triple Occupancy:
    • Confirm how many rooms the venue can provide and their availability.
    • Understand the different occupancy terms:
      • Single Occupancy: 1 person per room.
      • Double Occupancy: 2 people per room.
      • Triple Occupancy: 3 people per room.
    • Learn about different plans:
      • AP (American Plan): Room rent + three meals (breakfast, lunch, dinner).
      • MAP (Modified American Plan): Room rent + breakfast + one meal.
      • CP (Continental Plan): Room rent + breakfast.
      • EP (European Plan): Room rent only.
  7. Any Other Hidden Costs (Deposits, Royalty, etc.):
    • Ask about any hidden costs such as GST, royalty, deposits, extra costs for delayed functions, or transportation costs to avoid future confusion.
  8. Rules & Regulations (Sound or Drone Restrictions, etc.):
    • Check for any rules and regulations like firecracker restrictions, drone no-fly zones, DJ sound system limitations, or required licenses and permissions.
  9. Setup Time (How Many Hours Before the Event Can We Start Working):
    • Confirm how many days in advance you can access the venue for setup, as your team or hired vendors might need 2-3 days for preparation.
  10. Setup Convenience (Lifts or Service Door & Regulations Related to Labor):
  • Get information on setup convenience such as the location of service lifts, labor restrictions, and guidelines for setup teams and laborers.
  • Ask about guest convenience, like washroom hygiene, luggage handling, and changing rooms for the bride.
  1. Refund or Cancellation Policy:
  • Learn about the refund and cancellation policies in case of any conditions on the wedding day or future cancellations.
  1. Backup Plans in Case of Rain:
  • Ask about the venue’s backup plan for natural calamities like rain to ensure your event is not disrupted.
  1. License & Permissions Required for the Event (Production, Sound, Liquor & International Artists):
  • Verify the required licenses and permissions for production, sound, liquor, and international artists.
  1. Layout of the Venue (Dimensions, Entry & Exit Gates, etc.):

If you are satisfied with all these answers, you can book the venue. However, here are some cost-saving tips:

  • Look for Newly Made Properties: New venues are often cheaper as they are not well-known and seek new customers.
  • Give Preference to Venues Without Monopoly: Choose venues that allow you to select vendors freely. This can save money as you avoid monopolistic pricing.
  • Bulk Discounts: Always negotiate for bulk discounts.
  • Book Early: Booking 5 to 6 months in advance can get you good discounts and availability.
  • Multiple Wedding Dates: Having multiple date options allows you to compare prices and choose the cheapest date.
  • Preference for Venues with Multiple Vendors: Venues with multiple vendors save you from the hassle of finding and negotiating with external vendors.

By following these steps and tips, you can select the best venue at a reasonable price.