Lessons Learned from Early Mistakes as Wedding Venue Owners

Owning a wedding venue is a dream for many, but the reality often comes with unexpected challenges. Early on, many venue owners face hurdles that can feel overwhelming. Learning from these mistakes not only saves time and money but also builds a stronger foundation for future success. While we are always learning (literally at every wedding), here are a few things we've learned along the way!

Have a clear contract

I wouldn't necessarily say our contract wasn't clear, but when we first bought the venue, I really tried to keep my contract short and simple. I learned quickly though - it must be an all inclusive list of things we will do, and things we won't.

What was learned:

• Always use a comprehensive contract that outlines every detail, including payment schedules and what has been included in terms of services such as DJ, day-of-coordinator and bartending

• Include clauses for cancellations, weather contingencies, and damage deposits - THIS! There will be cancellations, the terms definitely need to be outlined.

• Include a list of duties covered by the DJ, day-of-coordinator, and bartender. It was discovered early on that duties can be easily "pushed" onto those who ultimately should not be responsible for those duties

  
  

This clarity protects both the venue and the clients, reducing disputes and building trust.

Schedule Management is Vital

In the excitement of booking multiple weddings, some venues found themselves overbooked or with back-to-back events that left no time for proper setup or cleanup. This caused stress, rushed events, and sometimes unhappy clients.

What was learned:

• Back-to-back weddings isn't for me. I always allow at least 1 day between weddings.

• Use scheduling software to track bookings and avoid conflicts. I use a contract system that will alert me if I add in a date that has already been used (Thank God for this!), I also keep a paper calendar along with an Apple Calendar in my phone - you can never be too safe when it comes to scheduling

• Back-to-back wedding isn't for me. Oh wait, I already said that!

  
  

Proper scheduling ensures each wedding receives the attention it deserves and helps maintain the venue’s reputation.

Client Communication

Everyone has heard the phrase "communication is key." I take this very seriously. Early venue owners often focused heavily on the physical space but underestimated the power of marketing and clear communication. Relying solely on word-of-mouth or having a basic website limits you!

What was learned:

• Updating our website with new photos and information is so important

• Responding to emails as soon as possible (meaning now!) is usually best if possible

• Social media matters (this one is the hardest for me!)

  
  

Effective marketing and communication attract more clients and create a smoother booking experience.

Vendor Relationships

I knew from the beginning that vendor relationships mattered, but not in the way that I know today. Many venues initially treated vendors like caterers, florists, and photographers as separate entities without building strong partnerships. This sometimes led to coordination issues on the wedding day.

What was learned:

• We literally cannot have this business without our amazing vendors

• Having a close relationship with vendors helps to build trust, and trust builds confidence and organization

• Coordinating with vendors before the wedding day helps to make for a smooth, organized day!

  
  

Strong vendor relationships improve the overall client experience and reduce day-of stress.

Maintenance and Updates...It's Never Ending

I didn't realize how much maintenance was involved in owning this business. Bryant and I have come a long way in terms of routine maintanence. Having them on a schedule is key, and sticking to that schedule is even more important!

What was learned:

• Schedule regular inspections and maintenance for all the things (air filters, A/C units, toilets, refridgerators, etc....the list goes on and on)

• Invest in upgrades. Continually adding "new" things to the venue matters...we have to stay on the up-and-up

• Keep the venue clean and well-maintained to impress clients and guests. You never know when someone will want to tour the venue, so keeping the venue presentable and smelling good is very important

  
  

A well-maintained venue attracts more bookings and reduces last-minute emergencies.

Owning a venue is harder than I ever would have imagined, but life is about learning. Not only are we learning, but we are also applying, and I think that's what matters. We are constantly striving to make our venue and process the best, and we couldn't do it without YOU!