Planning notes by Inga Heusele, founder of CTH Events Paris.
A venue shortlist becomes much more useful when you compare the same practical details for each property. A photograph shows an atmosphere; a clear brief shows whether the space can support your celebration. Use this checklist alongside our guide to wedding locations in France.
1. Start with your actual guest count
Ask for the seated dinner capacity in the layout you want, with space for circulation, service and any entertainment. A headline capacity may refer to a different arrangement. Include children, accessibility needs and any separate room required by your suppliers in the discussion.
2. Walk through the indoor alternative
Consider where the ceremony, cocktail reception and dinner would take place if you cannot use the outdoor spaces. Can all guests fit comfortably? Does moving inside change the furniture, staffing or installation plan? Request photographs or a layout of the alternative and agree when the decision will be made.
3. Separate bedrooms from guest capacity
Clarify how many guests can stay on site, which rooms are included and how additional nights are arranged. Check nearby accommodation and the travel required between properties. A venue that hosts your reception may not be able to accommodate everyone overnight.
4. Ask for an itemised inclusion list
Establish which spaces, furniture, tableware, lighting and cleaning services are included. Ask whether catering or other suppliers are required, recommended or chosen freely. Put any equipment or staffing still needed into your overall estimate before comparing the venues.
5. Check installation and clearing times
Your suppliers need to know when they can arrive, where vehicles can unload and which spaces can be used for preparation. Ask when hired items must be removed and who is responsible for clearing each area. A short installation window can affect the design and the number of people needed.
6. Discuss sound, décor and guest access
Ask the venue to explain the arrangements for music, outdoor entertainment, candles, suspended décor and any structures you are considering. Confirm access for guests with reduced mobility and the locations of toilets, changing areas and quiet spaces. Seek written confirmation for the elements central to your plans.
7. Compare the complete experience
For each venue, record the hire fee, included services, additional requirements, accommodation and travel considerations. Then compare the same wedding format at each property. A higher hire fee can include useful items; a lower fee can leave more to arrange separately.
For additional inspiration, explore Le Cercle des Lieux. For the wider planning sequence, read our destination wedding France guide.
A comparison sheet that reveals the real differences
Use a single comparison sheet for every venue and distinguish confirmed information from points still awaiting an answer. Do not let an appealing photograph stand in for a missing operational detail. If an item matters to your decision, record the answer and the date it was confirmed.
| Topic | What to record | Why it matters |
|---|---|---|
| Reception | Seated capacity in your proposed layout; space for dancing and service | Shows whether the event works without an unplanned room change |
| Indoor alternative | Rooms available; furniture changes; decision deadline | Makes the wet-weather option a complete plan |
| Accommodation | Bedrooms, occupancy, included nights and nearby options | Separates reception capacity from overnight capacity |
| Supplier access | Arrival, unloading, preparation and collection arrangements | Allows suppliers to price the actual work involved |
| Inclusions | Furniture, equipment, cleaning and staffing | Helps compare the overall cost on the same basis |
Make a venue visit follow the journey of the day
Start where guests will arrive. Follow the route to the ceremony, the drinks reception, dinner and the evening celebration. Notice changes in level, walking distances and the places where groups will wait. Ask where guests can leave coats or sit quietly between events. A visit becomes more revealing when you imagine the real sequence rather than viewing each room independently.
Then repeat that exercise for the supplier team. Where does the caterer work? How does furniture reach the reception space? Where will the florist prepare arrangements? Which areas must remain clear? If you cannot visit in person, request a video walkthrough following this same route, supported by a floor plan.
An illustrative comparison: two venues for 80 guests
Imagine two properties for the same 80-person wedding. Venue A has a beautiful outdoor dinner setting and a smaller indoor room. Venue B has a less dramatic garden but enough indoor space for the entire reception. The comparison is not simply which garden you prefer: you need to understand whether Venue A requires an additional structure, different furniture or a change to the guest experience if the weather changes.
Now consider accommodation. If Venue A accommodates more guests on site, that may be valuable to you even if extra reception arrangements are needed. If Venue B requires nearby hotels, compare the practical implications for the whole group. This is a hypothetical example, not a description or quotation for a specific property. It illustrates why your priorities should guide the decision.
Separate essentials from preferences
Write a short list of requirements you cannot compromise on, such as a suitable indoor option, accessible accommodation for a close relative or the ability to host the ceremony and dinner at one property. Keep a second list of preferences: a particular view, a style of staircase or a pool. When a venue meets the preferences but misses an essential requirement, identify the solution before treating it as your first choice.
Share the same brief with your planner and every shortlisted venue. Changing the guest count or wedding format halfway through the comparison can make earlier quotations misleading. Update the brief explicitly and request clarification where the new plan changes the arrangements.
Venue checklist: frequently asked questions
Should I choose the venue before the wedding planner?
If you want full planning, discussing the brief with a planner before committing to a property can help connect the venue choice with the wider budget and supplier requirements. If you already have a venue, explain what is confirmed and what is still open so the support can be shaped accordingly.
What if the venue has a coordinator?
Ask what that person manages and when they are present. Their role may centre on the property and its own services. Establish who will oversee your external suppliers, ceremony schedule and other events, and make the boundaries clear to everyone.
Can a beautiful venue need a lot of additional equipment?
Yes. Ask for an inventory rather than assuming that the furniture or lighting shown in photographs belongs to the property or is included in the hire. Discuss the desired layout with the relevant suppliers before finalising the estimate.
Bring the checklist to your planning conversation
Inga Heusele and CTH Events Paris can discuss venue selection as part of the planning service suited to your project. Share your guest estimate, dates, budget range and priorities when you contact us. If you are considering several events, continue with our three-day wedding weekend guide.