How to Choose the Right Wedding or Event Venue

Choosing your wedding venue is one of the first big decisions you’ll make when planning a wedding or special event.

And we’ll be honest with you — there is a lot more to it than whether the space is pretty.

A beautiful venue matters, of course. You want to walk in and feel something. You want to picture your ceremony, your guests, your flowers, your photos, and all those little moments that make the day yours.

But the right venue also needs to work well behind the scenes. It needs to support your guests, your vendors, your budget, your timeline, your weather plan, and your overall vision.

https://www.youtube.com/watch?v=_1RxuJtEhg4

From Lettie Wilkes

Lettie Wilkes is co-owner of Elmwood Farm Bed & Breakfast and serves as a wedding and event coordinator. In this episode, she shares advice from her experience as a venue owner and coordinator who has helped with well over 170 weddings, plus countless events.

Her goal with this wedding planning series is to help couples and families feel more prepared, more organized, and less overwhelmed as they choose vendors, tour venues, and plan meaningful celebrations.

Start With a Notebook

This may sound simple, but it matters.

Get a notebook, folder, binder, or digital planning file before you start touring venues. You are going to hear a lot of information, and after visiting a few places, the details can start to blur together.

“Get a trusty notebook.” — Lettie Wilkes

That notebook is where you can write down:

Venue names

Pricing and packages

Guest capacity

What is included

What costs extra

Tour notes

Parking information

Vendor rules

Accessibility details

Setup and cleanup rules

Your first impression

If you are not naturally organized, ask someone who is. Wedding and event planning involves contracts, payment dates, vendor details, timelines, and decisions that all need to stay in one place.

Your notebook will become your planning anchor.

Research the Location First

Before calling venues or booking tours, think about where you want the event to happen.

Is this a local wedding close to home? Are you planning more of a destination-style event? Will guests be traveling from out of town? Is the area easy to find?

Location affects your guests more than you may realize.

Ask yourself:

Is the venue easy for guests to get to?

Is there lodging nearby?

Is there lodging onsite?

Are there restaurants, gas stations, or stores nearby?

Is the drive reasonable for older guests or family members?

Is the venue easy to locate with GPS?

Lettie reminds couples to think about whether out-of-town guests can realistically attend, especially when lodging and travel costs are involved.

If guests are traveling, you’ll want to think through the full experience, not just the ceremony itself.

If you’re looking near the DMV area like Hagerstown, or Williamsport, Elmwood Farm is a welcoming Hagerstown, MD wedding venue option with countryside charm.

For our guests who are coming from out of town, we encourage them to explore things to do in Hagerstown and Washington County so they can plan lodging, meals, and activities around the wedding weekend.

For local events and seasonal activities, couples can also check the Washington County events calendar when planning a wedding weekend.

Think About Guest Comfort

Yes, it is your wedding or your event. But your guests are the ones who will be arriving, parking, walking, sitting, eating, using the restroom, and asking questions.

Guest comfort matters.

One of the biggest things to consider is accessibility. Even if you do not currently know someone who needs handicap access, things can change between the time you book and the date of the event. Someone may have surgery, break a leg, need a wheelchair, use a walker, or have difficulty walking long distances.

“Your guests are the people that are attending your event.” — Lettie Wilkes

That may sound obvious, but it is easy to forget when you are deep in planning mode. When guests are uncomfortable, confused, too far from parking, or unsure where to go, the couple often hears about it.

Ask the venue:

Is there handicap-accessible parking?

Can guests be dropped off close to the ceremony or reception space?

Are bathrooms accessible?

Are walkways easy to navigate?

Is the ground level, gravel, grass, or uneven?

Are there stairs?

Is there a golf cart or transport option?

Planning ahead helps everyone feel welcome.

Know Your Guest Count

Before touring venues, have a realistic idea of your guest count.

You do not need a final number yet, but you should know whether you are planning for 30 people, 75 people, 150 people, or 200 people.

Every venue has an occupancy limit. A space that is perfect for a small shower may not work for a full wedding reception. A venue that can technically fit your guest count may still feel too tight once you add tables, chairs, food, a dance floor, a DJ, and décor.

Ask:

How many guests can the venue comfortably hold?

Is that number different indoors versus outdoors?

Is there room for a dance floor?

Is there room for buffet tables, bar service, gifts, and dessert?

Can guests move easily through the space?

Comfortable capacity is more important than maximum capacity.

Ask What the Venue Provides

This is where the dollar signs can start adding up if you are not careful.

Some venues include tables, chairs, ceremony seating, reception seating, linens, décor, setup, cleanup, and staff. Other venues provide the space only, and everything else has to be rented or brought in.

“You need to know going into it: is this place providing this, or is this place not providing it?” — Lettie Wilkes

Ask the venue:

Do you provide ceremony chairs?

Do you provide reception chairs?

Are the same chairs used for both ceremony and reception?

Do guests have to move chairs themselves?

Are tables included?

Are linens included?

Is there a dance floor?

Is there a bar setup?

Are cocktail tables included?

Are decorations included?

Who sets everything up?

Who tears everything down?

If the venue does not provide these items, you may need to rent them. That means additional cost, additional contracts, delivery coordination, pickup timing, and more planning.

A venue that includes more may look more expensive upfront but may save you money and stress in the end.

Think Through Setup and Cleanup Time

Venue access time is a big deal.

Some venues allow plenty of time for decorating, vendor setup, and cleanup. Others give you a limited rental window. Some venues host multiple events in one day or multiple weddings in one weekend, which can affect how much time you actually have.

Ask:

How many hours are included?

When can we arrive to decorate?

When can vendors arrive?

When does cleanup need to be finished?

Can we decorate the day before?

Can we pick up items the next day?

Are there extra fees for additional hours?

Do you host more than one event per day?

Lettie shared from experience that having just one hour before an event to decorate and one hour after to clean up is “not a good experience.”

Trying to decorate an entire wedding in one hour is not ideal. Neither is tearing everything down in a rush at the end of the night when everyone is tired.

Give yourself enough time.

Consider Your Vendors

Your vendors need the venue to work for them too.

Your caterer, florist, photographer, videographer, DJ, band, bartender, baker, rental company, photo booth team, and coordinator all have practical needs.

If the venue is not set up well for them, their job becomes harder — and that can affect your day.

Ask:

Where do vendors unload?

Where do vendors park?

Is there easy access to the ceremony and reception spaces?

Is there electricity where the DJ or band will be?

Is there a catering prep area?

Is there running water?

Is there refrigeration or ice?

Is there a place for hair and makeup?

Can vendors visit before the wedding?

Who meets vendors when they arrive?

“Is it going to be easy for your vendors to do a successful job with the place that you pick?” — Lettie Wilkes

You do not want your mom, maid of honor, or groom running around on wedding morning trying to answer vendor questions. Someone should be designated to handle that.

Ask About Getting-Ready Spaces

If you are planning a wedding, getting-ready spaces can make the day feel much calmer.

When the couple and wedding party can get ready onsite, photographers and videographers can capture the day more easily. Hair and makeup teams also need a practical space with enough room, light, mirrors, outlets, and chairs.

Ask the venue:

Is there a bridal suite?

Is there a groom’s space?

Can hair and makeup happen onsite?

Are there mirrors and outlets?

Is there enough room for the wedding party?

Can photographers access these spaces?

Do we have to get ready offsite?

Lettie pointed out that traveling from one location to another can make the photographer and videographer’s job more difficult. Having everyone in one place can be a dream for your photo and video team.

Parking Matters More Than People Think

Parking may not feel exciting, but it can make a big difference in the guest experience.

Ask:

Where do guests park?

Is parking close to the venue?

Is there handicap parking?

Is there signage?

Is there a parking attendant?

Can someone direct guests as they arrive?

Lettie shared that if no one directs parking, cars may end up parked all over the place, even when signage is present.

If the venue does not provide a parking attendant, consider assigning a trusted friend or family member to help.

Do Not Forget Electricity

Electricity is one of those details that couples may not think about until a vendor needs it.

If your ceremony is outside in a field, your DJ may need power for ceremony music. If you hire a band, they may have larger electrical needs. Lighting, catering, photo booths, coffee bars, and other vendors may all need power too.

Ask:

Where are electrical outlets located?

Is there power at the ceremony site?

Is there enough power for a band or DJ?

Are generators needed?

Are extension cords allowed?

Are there restrictions from the fire marshal?

Vendors should know these details well before the wedding day.

Have a Weather Plan

Outdoor weddings are beautiful, but you need a Plan B.

Rain, wind, thunderstorms, heat, cold, or muddy ground can all affect the day. If you are dead set on an outdoor ceremony, make sure you are also comfortable with the backup plan.

Ask:

What happens if it rains?

Is there an indoor option?

Can a tent be used?

Who makes the weather call?

When does the weather decision need to be made?

How fast can the venue transition to Plan B?

Will the guest experience still feel comfortable?

“If you plan an outdoor event, you have to have the mindset that you’re going to be flexible.” — Lettie Wilkes

The best outdoor weddings are planned with flexibility from the beginning.

Ask About Bathrooms

Bathroom access is another detail that can easily be overlooked.

If the venue has indoor restrooms, ask how many there are and whether they are handicap accessible. If the event is outdoors or tented, you may need restroom trailers or portable restrooms.

Ask:

How many bathrooms are available?

Are they accessible?

Are they close to the event space?

Do we need to rent restroom trailers?

Is there a restroom option for guests with mobility needs?

A restroom trailer with several steps may not work for someone in a wheelchair, so accessibility should always be part of the conversation.

Understand Alcohol Rules

Alcohol policies vary by venue, county, and state.

Ask:

Is alcohol allowed?

Can we provide our own alcohol?

Do we need a licensed bartender?

Are there approved bartenders?

Is a cash bar allowed?

Can we serve signature drinks?

Are there insurance requirements?

Are there cutoff times?

If you plan to serve alcohol, keep the guest experience in mind. A simple beer-and-wine bar may be enough for some weddings. Others may want cocktails or a signature drink. Either way, make sure the rules are clear.

Ask About Preferred Vendors

Some venues require you to use a preferred vendor list. Others allow outside vendors. Some may require certain vendors for catering or bar service but allow flexibility elsewhere.

Ask:

Do you have a preferred vendor list?

Are we required to use those vendors?

Can we bring our own caterer, florist, photographer, or DJ?

Are there approval steps for outside vendors?

Do vendors need insurance?

A preferred list can be helpful if you want trusted recommendations, but it can also limit your options if you already have someone in mind.

Lettie said that if a preferred vendor does not offer the type of menu, style, or service you want, that venue may not be the right fit for you.

Follow Up After Your Tour

This is simple, but it matters.

After you tour a venue, follow up.

If you love the venue and want to move forward, let them know. If it is not the right fit, tell them that too.

“Don’t ghost them.” — Lettie Wilkes

Venue owners and coordinators often hold dates, answer questions, prepare information, and spend a lot of time helping couples understand their options. A quick message saying, “Thank you for your time, but we’ve decided to go another direction,” is kind and helpful.

It also leaves the door open if you ever need that venue for another event down the road.

Final Thoughts

Choosing a wedding or event venue is about more than finding a pretty place.

It is about choosing a space that supports your guests, your vendors, your budget, your timeline, your weather plan, and your overall vision.

Bring your notebook. Ask questions. Think through the full day. Pay attention to what is included. Consider accessibility, parking, bathrooms, vendor access, setup time, and the people who will be helping you along the way.

Here at Elmwood Farm Bed & Breakfast, we believe a venue should feel beautiful, welcoming, and practical from start to finish.

If you’re planning a wedding, shower, birthday party, or special gathering, we’d love to schedule a tour of the property and help you picture what your day could look like here.

Come visit us soon.

FAQs

What should I ask when touring a wedding venue?

Ask about capacity, pricing, what is included, rental hours, setup and cleanup, vendor access, accessibility, parking, bathrooms, alcohol rules, and the weather plan.

How many venues should we tour before choosing one?

Touring three to five venues can give you a good comparison without becoming too overwhelming.

Why is accessibility important when choosing a venue?

Even if you do not currently know of any guest needs, accessibility helps make sure elderly guests, disabled guests, or anyone with unexpected mobility issues can attend comfortably.

Should a wedding venue include tables and chairs?

Some venues include them and some do not. If they are not included, you will need to rent them, which can add cost and coordination.

Does Elmwood Farm host weddings and events?

Yes. Elmwood Farm Bed & Breakfast hosts weddings and special events in a rustic, welcoming countryside setting in Williamsport, Maryland.

You can also visit our wedding and event FAQs for more details about events at Elmwood Farm.

Special Thanks

“Lastly, I’d like to give a shout-out to River Spirit Media here in Williamsport, Maryland, as they’re helping me with this podcast.”