What to consider when choosing a venue in Illinois
The question has been asked and it’s time to start planning! It’s also time to check out venues and pick a date (if you haven’t already). So, what is it that you need to look for while venue shopping?
Choosing your venue sets the tone for your whole wedding.
I have discussed the different types of venues before (castle, church, zoos, banquet halls, VFWs, etc.). But just because that’s the type of venue they are, doesn’t mean that is also their style.
We are located in Springfield, Illinois. For those that don’t know, that is in central Illinois. In this area, we have a ton of barn venues (it’s a Midwest thing & I love it).
But don’t rule out at least looking them up on social media, because not all of them are the same. You don’t want to find something in hindsight & regret it.
Look them up before touring and you can eliminate a lot of running around. And if you’re a parent that is doing research for the couple, remember to look through their eyes and not your own.
If you can, search the website for a video tour of the premises. If they don’t have one on their website, there is no harm in calling and asking if they can make one and send it to you. Most will happily accommodate.
Trust me when I tell you, a good venue owner that is involved (more than just unlocking the doors) really does want their couples happy. They want the couple to remember the night fondly. And I’m not just talking about the music that was played OR the food that was served. Most venue owners that I know genuinely want the couple to have the best night of their lives – and will try to do anything to achieve it.
So, here are the key things to consider when booking a wedding venue:
Venue Basics
Capacity – Can it comfortably fit your guest count (ceremony + reception)? Ask about max seated vs. cocktail-style numbers. Cocktail-style receptions are becoming increasingly popular. This subject is its own blog, but in a nutshell, this is where you have more people coming than you have seats for.
Though it sounds odd, there is a method to this madness, and it involves more than just chair counting. This type of reception also changes the style of the food you serve and the number of staff at your wedding. More to follow on this topic another day.Availability – Is your desired date (or season) open? Popular venues book 12–18 months in advance, so keep that in mind. But don’t rule out those new venues, as their books aren’t filled yet and chances are you can get a wedding date in the same year you got engaged!
Style & Aesthetic – Does the venue fit your vision (rustic barn, elegant ballroom, modern loft, garden, etc.)? If there is anything I have discovered, it’s that everyone’s opinion on what the word “rustic” means. I encourage anyone that contacts me looking for a “rustic” barn, to look online at our pictures and videos before I schedule a tour with them. I don’t want them disappointed when they get here and see that “rustic” is just not who we are.
Budget & Costs
Rental Fee – Flat rate, hourly, or per-person pricing. On a personal note, I have never understood the per person charge for a venue. For us, it wouldn’t work, but for some venues, I guess it does.
What’s Included – Tables, chairs, linens, lighting, parking, cleanup, etc. This is very important and may be a game changer for some couples. If you can save thousands of dollars by going to a pre-decorated venue, then do it. That can be the tipping point for couples.
Hidden Costs – Service charges, overtime fees, taxes, extra staff, security and corkage fees (if applicable).
Deposit & Payment Schedule – How much is due up front and when does it need paid off by? I have seen venues all over the board on this, requiring their final payment anywhere from 30-90 days out.
Insurance – Does the venue you require insurance? Our venue does, however, not all venues require it. And don’t panic if the venue requires insurance – it’s a fast and easy process. Plus, in the grand scheme of things, it’s going to be one of your cheaper purchases and if needed (knock on wood) will be one of the biggest money savers. You’re literally talking (roughly) $200.
Location & Logistics
Travel Distance – Is it easy for most guests to get to? Consider hotel proximity and transportation options*.
Parking & Accessibility – Enough parking? Shuttle options? ADA accessibility?
Getting Ready Space – Is there a bridal suite or groom’s lounge?
*Transportation options to and from the hotel may be an option, along with Ubers. Luckily, we watched guests walk to the hotels across the street from our venue. Ubers aren’t always needed. However, the town next to us does not have uber service.
which I did not even know that was possible in 2025.
But, now I know, and I strongly recommend doing your due diligence before signing the contract. This can become a HUGE problem….and an even bigger liability.
Food & Drink
Catering Policy – In-house only, preferred vendors, or bring-your-own?
Bar Options – Open bar, consumption-based, BYOB, or package deals?
Menu Tastings – Are they included before booking or after? This would apply obviously to venues that have onsite catering.
Experience & Atmosphere
Noise Restrictions – Are there curfews or volume limits? Yes, these are both important, right? Of course. However, if your venue is in the middle of no mans land, who is going to hear the music if your DJ is in the groove and goes a few minutes over the time limit?
Decor Rules – Can you use candles, confetti, or hang décor?
Ambiance – How does the venue look in different lighting (day vs. evening)? This is a huge thing at our venue!! I strongly recommend, encourage, try to demand, etc. that all couples come by our venue in the evening. Our café style lighting is always on and looking beautiful over the outdoor courtyard. And, I purposely had glass put inside our cupolas so that we could hang chandeliers inside of them. It was my goal for the crystal chandeliers to be seen from far away – and it happened. Drive through the parking lot at night. Come sit here and see if you can “FEEL” it being the right place for you and your fiancé. Everyone is always welcomed and encouraged to do this, by me.
Get Ready Rooms – Do you need them? Does your venue offer them? Getting ready onsite makes for a much easier experience. Having a 4 in 1 is the best option for most couples. Meaning, you can do all 3 things at the same location: 1: Get ready. 2, Get your pictures taken onsite and you do not need to leave to go find a pretty place. 3, Get married and 4. Have your reception!
Contingency Plans
Weather Backup – If outdoors, is there an indoor option or tent? If inside is an option, consider this: is there an additional charge for using the venue and/or what are the contingencies of the choice? For example, if we had to put up a tent for someone’s wedding, then we would need to have a firm decision made no later than 72 hours before the event. If a tent isn’t the “back up option” and an indoor building is, then what are those rules? For us, at Pole Barn Chic, it’s cut and dry ( no pun intended ). We would welcome the guests inside, but we would not be able to accommodate a room flip.
Seasonal Considerations – Heating, air conditioning, shade, or insect control. You can call this seasonal, but the reality is that these issues are a 365-day problem. Newer places won’t (or shouldn’t) have this problem at all. In today’s world, if you decide to open a wedding venue, especially in the mid-west, you know you are going to need heat and air.
At PBC, we have 30 tons of AC, of which I give 100% credit to my husband for, as he said, “No bride will have makeup running down her face on her wedding day because of me.” He set it up so well that we can go up or down 10 degrees in less than 5 minutes.Highlights – is there something that one venue has that other venues you’ve toured doesn’t? That’s a big deal. If you are interested in a venue that has a unique design feature, then I would say embrace it! You know other venues don’t have this trait and it appeals to you then do it. It’s your wedding day and it’s meant to be enjoyable. Do whatever feels best for you.
We have a giant garage door. It’s huge! When we open it, it’s literally as though we have removed an entire wall from our venue, being able to extend the party out even further.
Contracts & Policies
Cancellation Policy – What happens if you need to change the date or cancel?
Insurance Requirements – Just touching back on it. Some venues require wedding liability insurance.
Vendor Requirements – Do they restrict or require certain photographers, DJs, florists, etc.?
Pro tips:
1. Visit the venue at the same time of day as your ceremony/reception to see lighting, traffic flow, and overall vibe. I can not encourage this enough. Your 9:30am tour will look 100% different than your 6pm wedding.
2. Also, check to see what else your venue offers. Different packages offer different things. There is a possibility that the couple can stay overnight at your venue as part of your wedding night experience. Perhaps you’re getting married at a B&B, and several members of your wedding party can stay onsite as well. This plays a huge part in deciding if the venue is the perfect spot for you.
3. I have decided to add this tip as well. If you have allergies, check the venue and its surroundings. The last thing you want is remnants of harvest season flying around the ceremony location. A lot can happen while you have an outdoor wedding – but try to keep those allergies under control for your pictures!
Check out my video on TikTok under “Illinois Weddings” and you can see why!
Pole Barn Chic is locally owned and operated. We hope to encourage engaged couples to consider choosing a locally owned wedding venue. We go to great lengths to exceed expectations, and you will find that locally owned wedding venues have far less turnover and that leads to better communication! We love shouting out and supporting our locally owned wedding venue and wedding business colleagues. Here are a few locally owned wedding venues across the US:
Lavender Manor: https://lavendermanor.com
Lady Jean Ranch: https://ladyjeanranch.com
Park 31: http://park31.com
Countryside of Iowa: www.contrysideofiowa.com
Century Farm: www.centuryfarmsohio.com