Planning guide
How to choose a venue
A practical checklist for weddings, parties and work events, in the order that saves you the most time.
1. Fix your guest numbers first
Everything else depends on this. Write down a rough number for the day and, if it’s different, the evening. Then check three capacities on every shortlisted venue: ceremony, seated meal and standing reception. A room that seats 120 for dinner might only fit 80 once you add a dancefloor and a band.
Too few guests can be a problem too. Some venues have a minimum number, or a minimum spend, especially on Saturdays.
2. Decide what the venue has to do
- Ceremony on site? For a civil ceremony in England the room must be approved by the council. Look for “Licensed for ceremonies”.
- Food: some venues only use their own kitchen; others let you bring your own caterer, which can save money or give you more choice.
- How late? If you want to dance past 11pm, check for a late licence and any noise rules.
- Staying over? Rooms on site, or nearby, make life easier for guests travelling in.
- Outdoor space: for drinks, photos, a marquee or a plan B if the weather turns.
3. Think about the people coming
Check parking, how close the nearest station is, and whether there’s step-free access and accessible toilets. For older guests or young families, a venue where everything is on one level can matter more than the view.
4. Pick the feel, then the area
A barn, a country house, a hotel and a function room all suit different events. Decide the feel you want, then compare venues of that type across the area. Beds, Berks, Bucks, Cambs, Herts, Northants and Oxon are close enough that a venue 20 minutes further away can be worth it.
5. Shortlist three, then visit
Send the same enquiry to each: your date, guest numbers and what you need. Compare the replies side by side, then visit your top two at the time of day your event will happen.
6. Read the contract before you pay
Check exactly what the hire fee includes, the deposit and when the balance is due, the cancellation terms, and any extra charges for things like cleaning, security or overtime.