How to Choose a Wedding Venue | Narrowing Down Kansas City Wedding Venues

You’re riding high on cloud nine, soaking in the glow of your recent engagement, and gearing up for the wild ride of wedding planning! But wait, before you dive headfirst into the whirlwind of trying to choose a wedding venue, let’s hit pause for just a moment. Grab your partner, gather your family and friends, and let’s hash out some crucial details – priorities, budget, and who’s got the final say (check out our blog on the First 5 Steps to Start Planning a Wedding for more tips).

Now that you’ve laid the groundwork and got your ducks in a row, it’s time to dive into the planning process. Chances are you’ve already tossed around ideas for when and where to tie the knot, so now it’s all about finding the perfect spot to bring your day to life. Cue the panic! I get it, Kansas City has more wedding venues than it does BBQ restaurants, but fear not, we’ll help you navigate through the maze.

Finding the right venue can feel really overwhelming. Believe me, as a wedding planner, I’ve seen it all – from charming barns to rooftop ballrooms and everything in between. It’s like trying to find a needle in a haystack, except this needle will be the setting for the biggest party you’ve ever thrown. With so many amazing options out there, how do you know which one is the perfect fit for you? Grab a cup of coffee (or a glass of bubbly) and let’s dive into the world of wedding venues. We’ll explore the factors you should consider to find the venue that will make your wedding day truly unforgettable.

How a wedding planner can help you choose your wedding venue:

Okay, okay, I might be a tad bit biased, but remember when I said the venue search can be overwhelming? I’m not trying to scare you off, but I understand how hectic life can get. Wedding planning likely isn’t your full-time job, and you probably don’t have oodles of time to research, explore, communicate with, and tour multiple venues. So, if you haven’t already considered it, think about enlisting the help of a wedding planner.

Wedding planners know the ins and outs of venues like the back of their hand. They can unearth hidden gems and provide insights into what each venue truly offers. From knowing what rentals are included to understanding the true guest capacity, they’ll make sure you have all the info you need to make an informed decision. We’re pros at seeing the big picture and can help you think through the overall flow and logistics of your wedding day. So, don’t hesitate to lean on the expertise of a wedding planner during the venue search. They’ll be your fairy godmother, guiding you through all of the options and helping you choose a wedding venue that checks all the boxes.

Maybe you’re not quite ready to commit to a wedding planner, or perhaps you’d prefer to lock in your date and venue before hiring one – and that’s totally fine! We offer micro packages, including Venue Sourcing, so please don’t hesitate to reach out.

If you’re planning on DIYing the venue search, check out our top factors to consider when choosing your venue.

Overall Wedding Budget

Let’s be real: weddings can put a dent in your wallet. That’s why it’s crucial to set a budget before you start signing contracts. From there, figure out what you can reasonably spend on a venue. On average, our couples tend to allocate anywhere between 15-25% of their overall budget to the venue, but that number can vary depending on what the venue offers (furniture inclusions, in-house catering with minimums, etc.). Knowing your financial priorities will help narrow down your options and prevent any budget-induced stress down the line.

Guest List: Size Matters!

Before you start venue hunting, you need to have a rough (but realistic) estimated guest list. Are you envisioning an intimate gathering or a massive party with hundreds of guests? The number of guests will directly impact your venue choice. You don’t want your favorite people crammed like sardines or 15 feet away from the next closest table. Find a venue that can comfortably accommodate your party size, ensuring everyone has enough space to dance the night away. Pro tip: Ask the venue for sample layouts from past events with your expected guest count!

Style and Theme of Your Wedding & Venue

Close your eyes and picture your dream wedding. What style or theme speaks to your soul and your love story? Whether you’re drawn to modern elegance, fairytale romance, or something quirky and alternative, your venue should mirror your vision. Consider the architectural style, ambiance, and décor options. Some spaces lend themselves better to certain themes, so choose a wedding venue that aligns with your personal style and will elevate the overall look of your wedding.

Location, Location, Location

Location is key – not just in real estate! Think about the convenience and accessibility for you and your guests. Is Kansas City home for most of your friends and family or will folks be flying in? Factor in travel time, accommodation options, and transportation logistics. If you have out-of-town guests, choosing a venue near hotels (or the airport if you’re getting married outside of Kansas City), or one that offers shuttle services, can make life a whole lot easier for everyone.

Amenities and Services

When it comes to wedding planning, the devil is in the details. Look into the amenities and services offered by each venue. Do they offer in-house catering or allow external vendors? Is there a getting ready suite for getting dolled up or a cozy lounge area for cocktail hour? Don’t forget to ask about parking, accessibility for any mobility concerns, and any rules or restrictions. The more services and amenities a venue provides, the smoother your wedding day will be.

Flexibility and Personalization

You’re two of a kind, and your wedding should reflect that! Seek out a venue that allows you to infuse your personality and your love story into the space. Some venues offer more flexibility than others when it comes to décor, layout, and customization options. If you have specific ideas or large installations in mind, make sure the venue is on board with your creative vision.

Weather Plan

Mother Nature can be a bit unpredictable, so it’s wise to consider the venue’s weather plan. If you’re planning for any outdoor events, ask about backup options in case of rain or extreme weather. You don’t want your dream garden wedding turning into a soggy mess!

Alright, those were some of our top tips on how to choose a wedding venue for your big day.

If you’re searching for your dream venue and feeling overwhelmed by all the choices and information, we’re here to help! At Philosofi Celebrations, we’ve worked with numerous venues in the Kansas City metro area and can save you from potential headaches while ensuring your vision comes to life in a space that truly speaks to you.

In the meantime, here’s a top question to ask potential wedding venues during your tours to help ensure it’s the right fit for you (besides checking availability and pricing): What is the realistic maximum capacity for a seated reception?