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1. Failing to Consult VIP's on Date Preferences

Alright, let’s dive into the first big mistake couples make when selecting a venue—failing to consult VIPs on date preferences.

Now, I know what you’re thinking—‘It’s our wedding, we should pick the date that works for us!’ And you’re absolutely right! But here’s the thing: There are certain people in your life—your parents, siblings, best friends, or even your wedding party—who you’d be heartbroken to celebrate without. And trust me, nothing is more frustrating than locking in a dream venue, only to find out that someone really important can’t make it.

Your wedding date impacts everything—the venue availability, the season which we will talk about next, and, of course, the guest list. If you have VIP guests—like parents traveling from out of town, a sibling studying abroad, or a best friend who just announced their pregnancy—you want to consider their schedules before making a final decision.

So, here’s my advice—before you sign that venue contract, take a moment to check in with your must-have guests. I don’t mean sending out a mass text to 200 people, but touching base with those closest to you. Ask about any major conflicts—big vacations, work commitments, or family events that could interfere. A quick conversation can save you a lot of stress down the line.

 

2. Choosing The Wrong Wedding Season

Now that you’ve considered your VIPs, let’s talk about how the season and time of year also impact your wedding experience.

So many couples get swept up in how a venue looks in perfect Instagram photos or during a summer open house, without thinking about what it will actually be like on their wedding day. But trust me, seasonality affects everything—from your décor and photography to guest comfort and even your budget!

A cozy winter wedding can be magical, but if your dream venue is in a remote location, will your guests have to deal with icy roads? A summer wedding might seem ideal, but if you’re booking an outdoor space without shade or air conditioning, your guests—and you!—could be sweating through the ceremony.

Beyond weather, the season you choose directly impacts venue pricing and availability. Peak wedding season—typically late spring through early fall—means higher demand, higher prices, and fewer open dates. Meanwhile, off-season weddings, like January or February, might offer discounts and more flexibility but could also mean unpredictable weather or limited flower options.

Beyond just that though, another thing couples overlook is hours of daylight. If you’re dreaming of golden-hour photos, but you book a November wedding, the sun might set before your ceremony even starts! Similarly, if you’re having an outdoor summer wedding at 2 PM, the heat could be unbearable. Thinking about the time of day and sunset timing will help ensure the best possible experience for you and your guests.

Here’s what I recommend:

• First, look at real wedding galleries from your venue in the exact season you’re considering. This will give you a realistic idea of how the space looks, how guests are dressed, and what décor works best.
• Second, think about guest experience. Will your loved ones be comfortable in the chosen season? Is there heating, cooling, or shade options if needed?
• Third, check sunset times. If photography is a priority, work with your photographer to plan your timeline around natural light.
• Fourth, ask about seasonal pricing. Some venues have different rates for different times of the year, which could save you money if you’re flexible with your date.
• Lastly, always ask venues about their backup weather plan. If you’re booking an outdoor venue, make sure you love the rain plan just as much as the original setup. A “just in case” plan can save you major stress on the big day.

3. Skipping Hiring a Wedding Planner

One of the biggest mistakes couples make when choosing a venue is skipping hiring a wedding planner. You knew we were going to say that, right? And I know what you’re thinking—”Do I really need a planner just to pick a venue?” And my answer is: absolutely.

Your venue is one of the biggest decisions you’ll make, and it impacts almost every aspect of your wedding day. A wedding planner knows how to look beyond the surface and evaluate a venue from a logistical and budgetary standpoint, not just for its aesthetic appeal.

Many couples fall in love with a venue based on a beautiful website or a great tour, only to later realize they didn’t ask the right questions. Does the venue have enough power supply for a full band or extra lighting? What’s the backup plan if it rains? Are there hidden fees, like extra costs for using outside vendors or additional hours? These are things a planner will catch right away—saving you from major headaches and surprise expenses down the line.

Another big issue is availability. You may have your heart set on a specific date, only to find out your dream venue is booked or way out of budget. A wedding planner can help you navigate alternative dates or even suggest hidden gem venues that fit your vision but aren’t on your radar yet.

Here’s what I recommend: before you start touring venues, schedule at least a brief consultation with a planner—whether you plan to hire one full-time or not. Many planners offer venue selection services or hourly consulting, which can be incredibly valuable even if you’re planning the rest of the wedding yourself.

 

4. Booking a Venue Before You Have a Clear Vision

Speaking of wedding planners, another thing that we are great at is helping you look at the big vision of your event. Next on the list of mistakes (that is honestly one of the biggest mistakes couples make when selecting a venue) is booking a space before having a clear vision for their wedding day. It’s easy to get caught up in the excitement—maybe you find a stunning ballroom, a dreamy garden, or a charming rustic barn and immediately picture yourself walking down the aisle there. But if you haven’t taken the time to define your wedding style, priorities, and overall aesthetic, you could end up choosing a venue that doesn’t actually align with the wedding you want.

Your venue sets the entire tone for your day. If you’re envisioning an elegant black-tie affair but book a casual barn, you might find yourself struggling to make the space match your dream wedding. Or if you’ve always wanted a whimsical garden wedding but fall in love with an industrial loft, you may have to spend extra on florals and décor to create the ambiance you’re looking for.

Beyond aesthetics, your vision should also include key logistics. Are you picturing a large wedding or something intimate? Do you want everything—ceremony, cocktail hour, and reception—in one place, or do you like the idea of separate locations? Do you need a venue that allows for cultural traditions, like a long ceremony or a specific type of catering? These are all things to consider before signing a venue contract.

Here’s what I recommend: before you start touring venues, take some time to sit down with your partner and discuss what kind of wedding experience you want. Think about words that describe your ideal day—romantic, modern, classic, bohemian, grand, intimate—and start collecting inspiration, whether that’s Pinterest boards, a wedding mood board, or just a list of must-haves. This will help you filter out venues that don’t align with your vision and focus on the ones that truly fit your style.

 

5. Not Knowing Your Budget or Guest Count 

Last but not least, the last mistake on the list is not knowing your guest count or budget before you get started.

I get it too, venue shopping is exciting. You start envisioning your big day, walking through gorgeous spaces, and imagining yourself saying ‘I do’ in a stunning ballroom, vineyard, or garden. Plus, how are you supposed to make a budget when you don’t know how much anything costs yet?

But here’s the reality: if you don’t have a clear idea of your budget or guest count before you start venue hunting, you could be setting yourself up for a stressful and expensive mistake.

Without knowing these two key numbers, you could fall in love with a venue that’s either way out of your price range or too small—or too big—for your wedding size.

Think about it: booking a venue that seats 150 when you’re only inviting 60 can make your event feel empty and disconnected. On the flip side, locking in a space that maxes out at 100 guests, only to realize your guest list is closer to 130, creates a last-minute scramble that no one wants to deal with.

Before you even start booking venue tours, sit down with your partner and discuss two things. First, your realistic budget—know how much you can afford to spend overall and how much of that will go toward the venue. A good rule of thumb is to plan for your venue, catering, and bar service to take up about 40-50% of your total budget. 

Second, your estimated guest count. You don’t need an exact number, but you should have a solid estimate. Create a rough list of family, friends, and must-invite guests. This will help you narrow down venue options that fit your needs.

Always ask venues about their guest count flexibility. Some may allow you to adjust numbers closer to the wedding date, while others have strict minimums or maximums that you’ll need to commit to upfront.

Knowing your budget and guest count first makes the entire venue selection process smoother, faster, and way less stressful. It helps you focus on venues that are the right fit—not just aesthetically, but financially and logistically. So before you book a single tour, take a moment to set these numbers—you’ll thank yourself later.

 

CONCLUSION

Finally, choosing the right venue is one of the most important decisions in your wedding planning journey, and avoiding these common mistakes will set you up for a smoother, less stressful experience. By considering your VIPs, thinking about the season, consulting a planner, defining your vision, and knowing your budget and guest count before you book, you’ll be making a decision that truly supports the wedding you’ve always dreamed of.

And if you need more guidance, don’t forget to check out our Ultimate Wedding Planning Checklist—it’s the perfect tool to keep you organized and stress-free every step of the way. You can find the link in the show notes.