All Things Wedding Venue

After you say “YES!” to your fiance, saying “YES!” to your wedding venue is the next big wedding-related commitment you will make (unless you intend to hire a wedding planner- and sometimes even then) . Locking in a venue will solidify your wedding date & location, provide you with insight into what other vendors you will need, and allow you to manage how the rest of your wedding budget is allocated. These key factors will guide you throughout the rest of your wedding planning. Feel confident with the venue you choose by following this guide!

This article is divided into 3 sections:

What you need to know and consider before beginning your venue search
Questions to ask a wedding venue prior to booking
Maximizing the value of your venue

What you need to know and consider before beginning your venue search

Plan your overall budget before signing a venue contract. Budget should come first and foremost when considering your venue. No matter what your budget is; it matters! As the single largest expense for most weddings, if you go over budget on the venue, the rest of the budget is going to suffer. If you are considering hosting a backyard wedding prepare a very realistic budget outline to weigh the actual cost! Sometimes backyard weddings can save money, sometimes they will end up costing more. It completely depends on your unique situation.
Consider your guest count. Guest count is going to have a massive impact on how much you spend on each aspect of your wedding. It will also limit your options for venues. Many venues have maximum guest counts, while some venues have minimums! Some venues that can accommodate larger weddings will charge for people over a certain number (for example, a venue that has the potential to hold 500 guests may start charging $15/person after the first 100 guests). If you are considering hosting at a private property, a smaller guest count can make a backyard wedding more affordable while a larger guest count can push a backyard wedding well past what an actual venue would cost.
Types of venues and what they include. Prior to beginning your venue search be sure to consider the varying levels of inclusivity offered. The type of venue you choose will have a big effect on how the rest of your budget will need to be allocated and how much effort the rest of planning will require. While venues range drastically on what they include or don’t include, there are five general “blanket categories” that they will typically fall into.
1. All inclusive venues- Some venues are truly one stop shops. This means they will provide almost everything you need for your wedding! True all inclusive venues aren’t common and are usually only found at popular tourist and destination wedding locations.These venues always include a ceremony area, chairs for the ceremony, altar, appetizers, full meal, cake, service staff, tables, table linens, dinner chairs, plates, napkins, silverware, drinking glasses, basic decor, lighting, dance floor, day of coordination, timeline preparation and a photographer. They will often also include design consultations, an open or semi-open bar, florals, DJ, sound equipment, bridal suite, hotel suite for the newly weds, an officiant for your ceremony, and/or a videographer. They will usually also offer package deals on hotel rooms for guests and occasionally may include a few guest rooms in the overall package price. These venues will usually offer optional upgrades to any of the services they provide for additional fees. This all sounds expensive, but often they are actually less expensive than piecemealing a wedding together from afar (especially considering the typically high cost of weddings at popular destination wedding locations). A major drawback to a venue like this is the lack of customization available. These venues work well for destination weddings since it is harder to plan a wedding from afar.
2. Mostly inclusive venues- Mostly inclusive venues are fairly common. These venues are typically hotels, ballrooms, event halls, etc. These venues almost always include appetizers, full meal, cake, service staff, tables, table linens, dinner chairs, plates, napkins, silverware, drinking glasses, lighting, dance floor, basic clean up, and a venue coordinator (different than a day of coordinator! More on this under item #13). Essentially everything you need to host a nice party will be included. Fairly often they will also include a ceremony area, chairs for the ceremony, altar, bar, and/or basic decor. You will still need to find vendors like your coordinator, photographer, videographer, florist, DJ, hair and makeup teams, officiant, etc. Again, it sounds like all of this would be expensive, but often it ends up being less money than independently hiring each vendor since so much is bundled into one package! These types of venues still lack the full freedom for customization and often come with outside vendor restrictions (meaning, you will likely have to select vendors from their pre approved vendor list).
3. Somewhat inclusive venues- Somewhat inclusive venues typically provide power, bathrooms, tables, chairs, onsite security, and parking. Often they will also include a dance floor, lighting, physical bar space, additional tables for special displays (i.e. dessert, gifts, welcome table, etc.), ceremony area, ceremony seating, altar, bathroom amenities (toilet tissue, soap, paper towels, etc), running water for vendors, trash removal, and/or a venue coordinator (different from a day of coordinator!). These venues are usually fairly open to allowing outside vendors and typically come at a lower starting rate. These venues allow for a lot of customization! If you are considering a venue that matches this description be sure to take a very close look at your overall budget before signing a contract. Though the site fee may seem low, the overall cost of the wedding may end up being higher once you select all of your other vendors.
4. Almost blank slate venues- Some venues label themselves as “blank slates,” but they aren’t truly blank slates. They will include the absolute basics like power, restrooms, and parking. They will occasionally include things like covered or indoor areas, lighting, water access for vendors, parking attendants, security, trash cans, trash bags, bathroom amenities (i.e. toilet tissue, soap, paper towels, etc.), and/or trash removal. They rarely have strict rules and/or vendor restrictions. These venues offer a lot of room to customize your wedding, and the site fees are often much lower than a more inclusive venue, but again, be sure to consider all of the other expenses your wedding will incur prior to signing a contract.
5. Truly blank slate venues- Blank slate venues are essentially empty areas that you transform into an event space. You will need generators for power, bathrooms, lighting... EVERYTHING. Since these spaces require everything to be brought in, they rarely have strict rules and/or vendor restrictions. This offers a ton of room for customization! It also allows for a lot of room for error (think Fyre Fest). Prior to booking, be sure to think through every single aspect of what is needed to host your wedding and make sure you are up for the challenge! The key to hosting a successful wedding at a blank slate venue will be a can-do attitude and an amazing team of vendors! The site fees are usually lower compared to more inclusive venues with a similar aesthetic in the area, however, cost effectiveness is about 50/50 on these venues. Depending on your design vision and the site fee, creating your desired wedding aesthetic piecemealing your wedding together may end up costing more or less than hosting at a more inclusive type of venue.
What time of year are you hoping to host your wedding? The time of year you choose to host your wedding will greatly affect a few aspects of your wedding venue.
1. Pricing- Most venues have “off season” and “peak season” pricing. Since winter weddings are less common, venues offer lower pricing to fill their winter dates.
2. Weather- The weather changes with the season and should be taken into consideration when choosing a venue. If you are getting married at a particularly rainy, cold, hot, or windy time of year, outdoor venues or venues without AC can create some challenges. Accommodating for the weather may impose some additional costs (i.e. tent, heaters, umbrellas, or fans rentals).
3. Landscape- As the weather changes so does the natural landscape. This is particularly important for outdoor venues, but is still relevant for indoor venues with larger windows. The leaves change color, certain flowers may or may not be in bloom, the grass may be green or beige, etc. The natural color schemes present on your wedding date will affect your overall aesthetic.
  Pro-tip #1: Visit your venue around the time of year you will be married to fully understand the naturally occurring elements. If physically visiting is not possible, find pictures from previous weddings held at your venue from around the same time in previous years.
Indoor, outdoor, or combo venue?
1. Indoor venues-
  1. Pros- Controlling the climate is usually a non-issue! Weather can’t easily rain on your parade if you are indoors! In addition, power, restrooms, and water are almost always available at indoor venues. You also are less likely to have your music volume closely monitored since the music won’t be as audible to neighbors (some sound ordinances may still need to be adhered to).
  2. Cons- Most of the negatives of an indoor venue are purely aesthetic. There is always less natural light than at an outdoor venue. You will also have to work around existing decor (i.e. wall color, flooring, art pieces, lighting, etc.). Indoor venues are also more likely to have strict policies on how and where decor can be displayed (more on this under item 11).
2. Outdoor venues-
  1. Pros- Outdoor venues are beautiful! There is always a lot of natural light and the existing foliage will add to the overall aesthetic. The smell of your dinner won’t linger in the air throughout dinner, and you will have the opportunity to dance under the stars!
  2. Cons- You will need to consider the weather to ensure guest comfort. Wildlife may also be an issue (i.e. BUGS). Sound ordinances are usually a bigger issue at outdoor venues (though many remote outdoor venues won’t have this problem).
3. Combination Indoor/Outdoor venues- The indoor and outdoor spaces of a venue that offers both can be utilized in a variety of ways. The most common use of space is to host the ceremony and cocktail hour outdoors and dinner and dancing take place indoors. It is fairly common for dinner to also take place outdoors, it just depends on the available space and venue restrictions. Some venues will have strict, designated areas for each portion of the wedding to take place, while others will allow you to use each space as you see fit.
  1. Pros- You get the best of both worlds! At least a portion of your wedding will occur in the gorgeous natural light surrounded by the beautiful landscape. If there is inclimate weather, you have a built in backup plan at little to no additional cost! Since dancing usually occurs indoors you are less likely to have noise volume strictly monitored.
  2. Cons- You may love one of the spaces, but not be totally in love with the other. Maybe just the indoor or outdoor area is really speaking to you, but the other space is a compromise. You are also likely to run into some decor placement and display restrictions for the indoor portion of the event. You will also have to work around existing decor and design elements in the space.
Separate ceremony and reception locations / things to consider when selecting a place of worship. Some religions or specific religious leaders require wedding ceremonies to take place within a place of worship. Some couples simply prefer to be married in a place of worship. Since chapels, synagogues, temples, etc. don’t usually allow receptions to be held onsite, you will need to find another space to host the celebration following your ceremony. Many reception venues do offer ceremony locations which are perfect for couples looking for minimal or no religion in their ceremony or for couples who have a religious leader willing to perform a marriage ceremony outside of a place of worship. If you choose to split the ceremony and reception between two venues there are a few things you can do to make the transition smoother.
1. Consider proximity- Choose venues relatively close together (more on this under item #8 section d).
2. Plan for guest transport- It is nice to provide transportation for guests between the two locations. This is not necessary, but if it fits into your budget it is a huge convenience for guests, ensures all guests make it to the reception location in a timely manner, and guarantees guests won’t be drinking and driving later in the night.
3. Ask about parking- If the venues are walking distance from one another or if you provide transportation between the venues but not to the ceremony location, ask the venue if guests are able to leave their cars at the ceremony location for the duration of your reception. Be sure to ask about overnight parking as well! If guests drink at the reception or simply don’t want to return to the ceremony location that evening they may choose to leave their vehicle overnight. Confirm the rules on this and communicate the expectation (and potential repercussions) with guests so they can prepare accordingly.
4. Decor- Ask about decor restrictions at your ceremony location. Many places of worship have restrictions on what decor can and cannot be placed. Also consider: what decor you will need at each space, who will set up the decor at each space, if decor can be transferred between spaces, and who will transfer the decor if necessary.
5. Ask about vendor restrictions- Many places of worship have restrictions on what vendors can be onsite and/or policies on how vendors should conduct themselves. For example, many places of worship will limit photographer access and only allow them to take pictures from the back of the chapel, synagogue, temple, etc. Some won’t allow photographers or videographers at all! While this isn’t particularly common, it is worth discussing prior to signing a contract!
Consider the overall aesthetic you are going for. All venues will have some kind of existing aesthetic that may or may not work with your design vision. An event space such as a ballroom, conference room, etc., has carpeting, wall colors, table and chair choices, and existing artwork to take into consideration. Outdoor venues will have trees that produce different colors in different seasons. When you tour venues, make sure you are looking at every existing design element (both natural and manmade), and consider how it will work with your desired aesthetic. Click here for more on building a wedding design and how this is relevant to your venue.
Location, location, location. The physical location of the venue is so important, but how it is important will vary depending on each couple’s unique situation.
1. Traveling guests- If a large portion of your guest list (over 25%) will be traveling by plane to attend your wedding, consider proximity to an airport. You don’t necessarily need to be next door, but within an hour of an airport is ideal. If a large portion are traveling by either plane or car, you will need to consider where the nearest hotel is.
2. Hotel proximity- Speaking of hotels and traveling guests, you will need to find a hotel that is relatively close to the reception venue. Finding a hotel that is close and affordable for guests is convenient and ensures that your block is filled so you aren’t left with a hefty bill for unfilled rooms. This will also decrease travel time and transportation costs to and from the venue.
3. Travel fees- For particularly remote locations, many vendors will charge a travel fee. This should be considered into your overall budget if you have fallen in love with a venue that is a ways off the beaten path.
4. Separate ceremony and reception venues- If you are hosting your ceremony and reception at separate venues you will need to find two spaces that are relatively close together. This makes commuting more convenient for guests, but will also maximize your time with vendors that need to be at both locations like your photographer, videographer, coordinator, etc.
5. Location aesthetic- If you have a specific look or feel you are going for (i.e. beach, woodsy, mountains, rustic, modern/industrial, etc.) make sure you find a venue that will work for your feel. While it is not 100% necessary to have a beach venue for a beach themed wedding, finding a location that inherently encompasses your theme will help make your design more cohesive.
Think about your absolute “must haves.” Your venue “must haves” can be anything! For some people, being within budget may be the biggest “must have,” for others it may be location, date availability, aesthetic, or any other number of things. Before beginning your venue search, write out a list of the most important venue elements to you and your fiance. Order the deciding factors based on priority level. This will help guide your venue search! You may not find a space that checks off all of the boxes, but try to find a venue that includes at least the majority of your most sought after features.
Look for the “wow” factor. At all price points you can find venues with a “wow” factor. This may be a stunning view, interesting history, perfect location, incredible price, or any other number of things. The “wow” factor is what makes your venue stand out above the rest.
Rules and restrictions may apply. Read the fine print before booking a venue and have a very clear understanding of what you are signing up for. There are a few common restrictions that many couples find are deal breakers.
1. Vendor restrictions- Many venues will have strict vendor policies. The strictest vendor policies only allow you to book from the venue’s pre-approved vendor list. This often means booking vendors who don’t exactly work with your vision and/or are not in your desired price range. If you are considering a venue with this policy be sure to personally vet each vendor they require prior to signing a contract with the venue. Some venues will allow you to bring in outside vendors as long as they are licensed, insured, and/or sign a document saying they agree to the venue’s “house rules.” This approach is actually in your best interest! Hiring professionals to work your wedding is very important (as opposed to finding “hobbyists” or random people agreeing to provide a service they don’t typically do) and having the vendors sign an agreement with the venue takes some of the liability for accidents on the vendors’ part off of you.
2. Fire restrictions- Many venues, especially in drier areas, have limits on fires. Some absolutely prohibit any kind of flame. Some may only allow contained flames. If your design vision includes a lot of candles or you’ve always dreamed of a sparkler exit, this restriction won’t work for you. Note that fire restrictions will often completely prohibit smoking. If you have a large number of guests who smoke and a venue with strict policies make sure to communicate this to your guests so they can make appropriate accommodations for themselves and you aren’t stuck with a hefty fine at the end of the night!
3. End time- It is fairly common, especially for outdoor venues in areas with sound ordinances, to have strict end times when the party must stop. If you were picturing your friends and family dancing into the wee hours of the morning, a venue with a 10:30pm end time is not going to work for.
4. Sound restrictions- Apart from (though sometimes in conjunction with) sound ordinances, some venues will require your noise level stay below a certain decibel. This makes sense for a lot of venues. Annoying the neighbors with loud music is a quick way to lose an event license! There are two main approaches to ensuring this happens.
  1. They require your DJ use their house speaker system- More often than not, the house systems are fine! They provide ample sound and the DJ may even offer a discount since they won’t need to provide their own sound equipment. However, occasionally the house systems are less than stellar. Sometimes they are so quiet that guests won’t want to dance and/or the microphone can’t be heard. Another typical problem with house systems is equipment failure. Your DJ may be able to quickly troubleshoot if something goes wrong with their own equipment (things happen, technology isn’t perfect), but they may not be particularly familiar with the ins and outs of the house system. Often the wires for house systems are run through walls, so troubleshooting isn’t even possible for the duration of your event. Some ways to ensure neither of these situations occur or will be an issue: 1) during your venue tour listen to the house system at the maximum allowed volume. Consider how that volume will translate to a full room. Remember, the volume will sound much louder when the room is empty! 2) Ask about the backup plan should anything go array with the sound. Will your DJ be allowed to set up their own equipment if something goes wrong? Is someone onsite to help troubleshoot? If the venue does provide a designated person to troubleshoot, are they a sound engineer with experience, or is it a site manager who is just doing their best? 3) Thoroughly read reviews of the venue for specific mentions of the sound quality. If any sound issue has commonly occurred in the past, it will surely be mentioned in reviews!
  2. They monitor the sound the DJ or musician is producing- This typically won’t affect the microphone at all, but occasionally it will have an impact on the dancing portion of the evening. Again, read reviews and look for common mention of sound restrictions proving to be an issue.
5. Alcohol limitations- Beyond the basics, such as only serving alcohol to those of the legal age limit and not over serving guests, some venues have strict rules on alcohol or may not allow any alcohol. While almost all venues require licensed bartenders (if they don’t require this, you should absolutely only hire a licensed bartender anyway), some will take their rules a step further by restricting the alcohol to beer and wine only or none at all. This is a less common rule, but it is a quick decision making limitation for couples that want to provide alcohol for their guests.
6. Trash removal- Trash removal is such an underrated service. If you find yourself at a venue that does not include trash removal and you haven’t planned an alternative for trash removal, you will come to appreciate just how important this piece is at the end of your wedding. Some venues will include this in their services, others will not. While this may not be a reason to count out a venue, it is certainly a huge plus when you find it listed in a venue’s package! If you book with a venue that does not include trash removal be sure to thoroughly plan for this!
7. Decor restrictions- Most venues don’t want you to place any decor in such a way that could potentially damage or permanently alter their existing space. It makes sense! The venue will host many events after yours, and everyone deserves to have the same quality of space so they can’t risk you changing permanently. There are plenty of ways to still incorporate all of your design elements, though it may be a little trickier and more expensive than simply nailing something to the wall. This may not work for your vision! If you want gorgeous, lush hanging floral arrangements, a venue that won’t allow this isn’t going to be a good fit. Note: There are plenty of ways to still have all of the hanging pieces you want! Installing them just may come at a higher price!
8. Rental restrictions- Some venues (typically higher end venues) often have lovely furniture that was carefully selected to work with the rest of the design elements in their space. Occasionally a venue that has invested in quality furnishings will be reluctant (or outright refuse) to move their property to storage. It is not particularly common for couples to replace the existing furniture at these types of venues anyway, but, of course, there are exceptions! If you find a beautiful venue, and want to go a different route with the furniture make sure they allow outside rentals to replace their furniture prior to signing a contract with them.
9. Photography restrictions- This is not a common restriction for venues to have, but when they do it is a quick way to send couples running! Usually venues that have photography restrictions will still allow photography, you will just need a permit beforehand. If that is the case, photography restrictions shouldn’t necessarily be a deal breaker. If no photos are allowed, be sure you are comfortable with this and communicate the restriction with guests so you aren’t stuck with a fine at the end of the night!
Know the difference between a venue coordinator and a day of coordinator. There is often a lot of confusion around the role of a venue coordinator and it is often assumed they will act as a day-of coordinator. This misunderstanding can result in the cost of a day of coordinator being overlooked initially, and then being added down the road. This is a huge expense to leave out of the overall budget! Make sure you understand the difference and know exactly what your venue’s package includes.
1. Venue coordinator- A venue coordinator’s job is to manage all of the venue related services. This usually includes ensuring the tables and chairs are arranged how you previously discussed, handling bathroom restocking, taking care of maintenance issues, making sure the venue’s policies and protocols are adhered to, etc. Just as your photographer will take care of all things photography, but only photography, your venue coordinator is the representative and team captain for the venue, and only the venue.
2. Day-of coordinator- The day of coordinator does all of the things you would typically take care of as the host of a party. They are the team captain of all of the wedding vendors, including the venue coordinator. In a nutshell, they usually take care of making the space pretty and ensuring the day runs smoothly. They communicate with all of the vendors beforehand to make sure everyone is on the same page, ensure vendors arrive on time, start at their contracted time, perform all of the tasks they agreed to, and are cued before special events. They will troubleshoot if something goes awry with the vendors or the timeline. This is your right-hand for the day, taking care of all of the behind the scenes aspects to your wedding so you can focus on getting married and celebrating! Click here to learn more about the wedding coordinator’s role in your big day!
Day of the week and pricing. Many venues have special pricing for weekdays, Fridays, and Sundays. Since these days are less common for weddings to occur, venues will often offer their space at a lower rate to fill the dates!

Questions to ask a venue prior to booking

The basics-

Are you available on my desired date? If not, what days within a few weeks of my desired date do you have open?
Do you require a deposit? How much?
When is the balance due?
What is your preferred method of payment?
What is your cancellation policy if I cancel?
What is your cancellation policy if you cancel?
What is your rescheduling policy if I need to change my date?
What is the backup plan if you are unable to fulfill your contract due to a last minute conflict?
Are there any additional fees, such as taxes, staffing fees, etc., that are not included in the package price?
Are you licensed?
Are you insured? Does the insurance cover all of your staff and property?

Pricing details & Venue Requirements-

What is the site fee?
Is there special pricing for off season dates or days that are not Saturday?
Do you offer discounts if I pay in full upfront?
Do you offer discounts if I pay cash?
Do you charge a service fee if I pay with a credit card?
How many total hours will we have access to the space?
How many guests can your venue accommodate?
Are there additional fees if I have over a certain number of guests?
Will you provide me with a preferred vendors list?
Do you require that I use only your pre approved vendors?
Do you have restrictions on outside vendors?
Are there any additional fees for using outside vendors?
Do my vendors need insurance?
Am I required to have any specific type of vendor (i.e. security, valet, parking attendant, a wedding planner, or day of coordinator)?
Do I need event insurance?
Do you have any restrictions on open flames (i.e. candles, sparklers, cigarettes, etc.)?
Do you have any sound restrictions?
Are there any restrictions regarding alcohol? (i.e. Are we allowed to have alcohol? Do I need a licensed bartender? Can I provide my own alcohol? Is there a specific required time for last call?)
Are there any restrictions to what decor I can use or how decor is displayed?
Are there any additional services you offer that I can add to my package?

LOGISTICS-

How many hours prior to my wedding start time will vendors and the bridal party have access to the space?
Is there a limit to how many hours my event can last?
What is the absolute latest my wedding can go until?
Is there an additional fee past a certain time of night?
Do you have restrooms onsite?
Do you provide bathroom essentials (i.e. toilet tissue, running water, paper towels, etc.)?
Do you have ADA compliant restrooms and access throughout the venue?
Do you provide power, water, a kitchen, covered areas, lighting, and/or other accommodations my vendors may need?
Is there adequate existing lighting or will I need to bring in my own?
Do you provide tables, chairs, ceremony seating, physical bar space, heaters, tents, umbrellas, etc.?
Do you offer spaces for the bridal party to get ready? Can I see them? (Hint: Check for showers, sinks with running water, outlets, mirrors, lighting, AC, and overall space provided.)
Do you provide any staff for my wedding?
Does the venue staff take care of maintaining and stocking the restrooms?
Does the venue staff take care of trash removal?
Do you provide security?
Do you provide parking attendants and/or valet?
Will I have access to the space for my ceremony rehearsal and, if so, for how many hours?
When will I be able to reserve my rehearsal date?
Where will my guests park?
In the past, how easily are guests able to call taxis or rideshares?
If the venue is in a remote location with limited cell phone service, do you provide Wifi?
Are you anticipating making any changes to the space between now and my wedding date?

Maximizing the value of your venue

Ask the venue manager about common oversights or mishaps that occur at their venue. The venue manager or event manager is at this location every single weekend. They know their venue and packages backwards and forwards. They also bare witness to any planning flaws that come to light during the course of an event. Ask about the most common oversights! Usually reoccurring oversights will be something logistical, like trash removal or having adequate lighting. All of these oversights are easily avoided by talking through them prior to your wedding!
Communicate often (as necessary) with the venue manager. The venue manager is your ally in wedding planning. Though they aren’t a wedding planner, they can still offer valuable insight into how ideas similar to yours previously worked in their space. They may have suggestions of how to most effectively utilize their space, how many service staff members to hire, where to place decor, what floral pieces work best where, etc. Let them know of any changes in your design or overall wedding planning so they are able to pivot as necessary. This will also allow the venue manager the opportunity to help you only plan things that the venue allows and avoid any fines. Before purchasing 200 sparklers, confirm with your venue manager that this is okay!
Take your wedding planner or coordinator to the venue beforehand. Although pictures will help immensely, there is nothing like seeing a space in person to fully grasp your wedding vision. By attending a venue walkthrough with your planner or coordinator, you will be able to show them exactly where and how you want everything set up. They will also be able to offer their professional opinion on the functionality of your vision, floor plan, design plan. They will also be able to suggest additional design elements where necessary and troubleshoot any issues they find in the space prior to your wedding day!
Use the existing amenities. If possible, utilize the furniture, accent pieces, etc. provided by the venue instead of replacing it with outside rentals. This will save you money and time! The furnishings provided by the venue usually work well with the overall aesthetic of the space, anyway, so it is a win-win!
Work with the aesthetic, not against it. Play up the existing aesthetic of the space. If the carpet is blue, use it as one of your wedding accent colors. If the overall feel of the space is vintage, incorporate this into your wedding design. This will have a dramatically positive impact on the way everything comes together and ultimately save you a lot of headache over trying to work around the existing design. Having a general idea of your desired overall aesthetic prior to booking your venue is a huge advantage!
Take their preferred vendor list to heart, but do your own research. Venues usually provide clients with a preferred vendors list. This list includes their favorite vendors who they have seen work successfully in their space. Not only are these vendors familiar with the floor plan, venue policies, and venue staff, they are almost always licensed professionals with years of experience. Do your own research into the vendors listed, though! Some of the vendors may not be the right fit for your vision or personality. The venue may have also had ulterior motives for adding these vendors to the list. Oftentimes vendors will offer each other monetary compensation for referrals and, unfortunately, on rare occasions those kickbacks can supersede vendor quality.
Take a lot of pictures during your walk through. A picture is worth a thousand words, but in the case of wedding planning they may be worth two thousand! As you hire vendors sending them pictures of the blank space will be useful for understanding the space you are describing. Your florist will be able to see exactly how much space they need to fill. Your planner will be able to envision the design elements needed to customize the space for you. The DJ and caterer will be able to gauge where and how to best set up. Your photographer will get an idea of lighting and where to take pictures. You will also benefit from these pictures as you work to complete your design. Often little details will be overlooked as you try to recall the space from memory. Pictures will help figuratively fill in the gaps throughout planning, so you can literally fill them with your wedding design!