10 things to have on your Oklahoma Wedding Venue Selection Checklist: A Guide for Engaged Couples

Selecting the perfect wedding venue is an important decision in the wedding planning process. It sets the tone for the entire celebration and influences everything from the guest experience to your budget. With countless options available here in Oklahoma, it can feel overwhelming to narrow down the choices. So to help you on this decision, we’ve created an Oklahoma Wedding Venue Selection Checklist to ensure you cover all the essential aspects when it comes to choosing the ideal wedding location for your special day.

1. Determine Your Guest Count

Before you start your venue search, have a rough estimate of your guest list. Wedding venues, like ours, Still Meadows, often have a maximum capacity. Knowing your numbers will help eliminate options that are too small or too large. Additionally, consider the comfort and intimacy factor; a venue should feel full but not cramped. For example, our maximum capacity is 200 meaning we can seat that many people but we feel like the venue best operates around 160.

2. Set Your Budget

Your venue will likely be one of the most significant expenses, so it’s crucial to set a realistic budget from the start. When considering costs, keep in mind what’s included in the venue package (tables, chairs, linens, etc.) and what might incur additional fees. Ensure that your chosen wedding location in Oklahoma aligns with your financial plans without compromising on other essential elements of your wedding. If you are on a tight budget, consider a week day or off season date to get the best rate for your day!

3. Choose the Right Location

Location is everything. Think about the convenience for your guests, particularly if you have many traveling from afar. For example, we are 30 minutes outside of OKC but the hotel we recommend to couples and their guests is only 20 minutes from the venue and they offer a shuttle service to and from the hotel making it easy for your guests! Consider venues that are easily accessible from major cite, and check if there are ample accommodation options nearby. You also need to make sure that it fits your overall vision/style. A picturesque or meaningful location can also enhance the ambiance of your celebration.

4. Consider Aesthetic Preferences

Every couple has a vision for their wedding, and the venue is a significant part of bringing that vision to life. Whether you’re dreaming of a rustic barn or a timeless ballroom, ensure that the venue’s aesthetic complements your style. Visit potential venues to get a feel for their atmosphere and see if it aligns with your theme. 

5. Assess Venue Amenities

Evaluate what amenities and facilities the venue offers. Does it provide in-house services or have partnerships with preferred vendors? Are there bridal suites or changing areas available? Check if there’s adequate parking or transportation services for guests. These details can significantly impact the overall experience, making your choice from the best wedding venues in Oklahoma even more critical.

6. Accessibility and Comfort

Ensure the venue is accessible for all guests, including those with disabilities. For example, if it's hard for mom to walk and the bridal suite is upstairs, that may be hard for her to go up and down stairs all day. Consider the layout and flow of the space, especially if you plan to have a ceremony and reception in different areas. The comfort of your guests should be a topic in mind, so ensure there are climate control options and, if outdoors, contingency plans for inclement weather. Here at Still Meadows we have Heat & AC ensuring you and your guests are comfortable no matter what time of the year!

7. Check Availability and Flexibility

Venues can book up quickly, sometimes years in advance. Narrow down your dates and check the availability at your preferred venues. Be prepared to be flexible; sometimes, a weekday or off-peak season date can offer significant savings and more availability. We recommend having 3 dates that you would consider so if one of those is booked you have a backup.

8. Understand Venue Policies

It's essential to review the venue's policies on exit restrictions, alcohol service, and decor. Check any rules regarding sparklers or send-offs, as well as who can serve alcohol and the types allowed. Additionally, be aware of decor limitations, like restrictions on open flames or where decorations can be placed. Ensuring these policies align with your vision will help create the wedding atmosphere you desire.

9. Visit and Ask Questions

Once you've narrowed down your options, schedule visits to your top venue choices. Prepare a list of questions to ask during your visit, such as:

• What is the payment schedule?

• Are there any hidden fees?

• Is there a backup plan for outdoor events?

• What time must the event end?

Our answers to these questions:

• What is the payment schedule? We require $500 down and then break it up into monthly installments with the final payment due 30 days prior to the event.

• Are there any hidden fees? No hidden fees here at Still Meadows!

• Is there a backup plan for outdoor events? Yes! We have got you covered!

• What time must the event end? Off the property by midnight so the event must end by 11pm to allow the proper time to pack up.

10. Prioritize Must-Haves vs. Nice-to-Haves

While it’s important to have a vision, it’s equally important to be flexible. Prioritize your must-haves, and be willing to compromise on less critical elements. This approach will help you stay focused and make informed decisions without unnecessary stress.

Selecting the right wedding venue involves balancing practical considerations with personal dreams. By following this checklist, you'll be well-equipped to find a venue that fits your love story and creates a memorable experience for you and your guests. 

Happy venue hunting in the diverse and beautiful landscape of Oklahoma!