What Couples Should Know Before Choosing Their Wedding Venue & Caterer

Melody Morrison

8/15/202610 min read

Choosing your wedding venue is one of the first big decisions you’ll make – and it’s usually the first place couples start to get overwhelmed.

You start by making a list of spaces to tour. Narrowing down everything based on pictures, location, amenities… but then, as you start to dig deeper, you notice that finding a venue is not as straightforward as you once thought.

One venue comes with tables, another offers catering – one requires you to use their in-house bartender. Suddenly you realize you’re not comparing apples to apples and you got lost somewhere between “All-inclusive" and “Wait, what does this venue actually include?”

Recently, I sat down with Julyssa from Eola View, located right in the heart of Downtown Orlando. Her role as both a venue coordinator and event specialist for their sister company, Cocktails Catering, gave us incredible insight into what couples should really be considering when choosing their venue and caterer.

As we spoke, one thing became very clear:

The cheapest number on the proposal doesn't necessarily mean you're getting the best value.

Here are some of the biggest things we think couples should understand before making these decisions.

Start With Your Guest Count and Budget

Before you start touring venues, you need two things: a realistic guest count and a realistic budget.

Your guest count is particularly important because every additional guest adds to the overall budget (or takes away from what you already have allotted).

More guests means more food, more drinks, more tables, more chairs, more staffing, more invitations, more favors—and potentially a larger venue.

In the same respect, knowing your guest count can prevent you from falling in love with a venue that is designed for 250 guests when you only have 75 people coming. (You don’t want your guests to be crammed, but too much space can make your wedding feel empty and awkward.)

And you don't want to build your budget around a venue price without understanding what that price actually includes.

This is one of the reasons I always encourage couples to build the foundation before they start making major vendor decisions.

Know what you're working with first. Then start looking.

Don't Just Look at the Venue Price

One of the things Julyssa mentioned during our conversation was that couples will sometimes see the price of Eola View and immediately think “it's too expensive.” What they don’t realize though is how much is already included.

Depending on the package, couples aren't simply paying for four walls and a pretty space.

They may also be getting things like tables, linens, bar infrastructure, staffing, setup, cleanup, and catering services through the same team.

When you're comparing venues, you have to look at the total cost of creating your wedding there, not just the venue rental.

A venue that appears more expensive at first glance could actually require fewer additional vendors and rentals.

On the other hand, a venue with a low rental fee could become significantly more expensive once you add everything you'll need to make the space functional.

Ask yourself:

What's included in the venue rental?
Are tables and chairs included?
Are linens included?
Is staffing included?
Is catering included or required?
What does the bar package include?
Who handles setup and cleanup?
Are there additional production or service fees?
Are there required vendors?
What will I still need to rent or hire?

Once you get the whole picture – then you can compare your own budget for everything that is included and see if it fits.

Tour the Space With Your Wedding in Mind

There's a big difference between looking at a venue and actually envisioning your wedding there.

Instead of standing in the middle of a giant space thinking, “Okay... what would we even do with this?”, start imagining….

Where does your ceremony happen?

Where do guests go during cocktail hour?

Where does the bar sit?

Where does dinner happen?

How do guests move from one part of the event to another?

Where will the dance floor be?

What happens if you want an after-party?

And I get it… it can be hard sometimes because when you are touring venues, sometimes you’re just there looking at an empty room.

Julyssa explained that their team intentionally helps couples visualize the space by setting up rooms with tables and linens so they can see what dinner service and transitions might actually look like.

Remember:

You're creating an experience that moves through the space.

So, it’s important to consider the layout, setup, and how everything will flow together on your wedding day.

Read the Venue Contract Before You Fall in Love

I know. Nobody wants to read a long venue contract.

But you should.

Especially when it comes to capacity, room usage, outside vendors, catering requirements, timing, and additional fees.

For example, you might love a venue because it has multiple beautiful rooms—but do you actually need access to all of them?

If you're having a smaller wedding, renting an entire venue or multiple spaces may not make sense – both spatially and financially.

You also need to understand whether certain rooms have minimum or maximum capacities and how those requirements affect your event. (I see you “Food and Beverage Minimum”...)

The pretty tour is only part of the decision.

The contract tells you how the venue actually works.

And if you don't understand something, just ask.

Understand What “Production Fees” Actually Mean

One of the terms couples may see in catering proposals is a production fee.

At first glance, that can feel like another mysterious wedding charge.

But production is essentially the labor and logistics required to make the event happen.

That can include things like setup, cleanup, arranging tables, setting linens, managing food displays, placing centerpieces, and making sure the event looks the way it is supposed to look.

Someone has to do all of that.

And that someone is usually a team of professionals arriving before your guests and staying after they leave – making sure that everything is running smoothly behind the scenes.

When you're comparing catering proposals, don't just ask:

“How much is the food?”

Ask:

“What does your team do to produce my event?”

That's where you'll start to understand the difference between a food delivery service and a professional event caterer.

Professional Service Staff Are Part of the Experience

This is one of the biggest things I wish more couples understood.

That food doesn't magically appear at your wedding.

Someone has to pick it up, drop it off, set it up, make sure it looks presentable, serve it, and then clean up afterwards.

Not to mention, outside of the buffet line, someone needs to make sure that your guests' drinks are refilled, plates are cleared, and trash is thrown away so that you can continue dancing through the night.

This becomes especially important when dealing with larger guest counts.

Without enough staff, you can end up with long lines, empty serving dishes, dirty plates sitting on tables, and guests trying to figure everything out themselves.

When you have the right team, guests can simply enjoy the experience.

That's what you're paying for.

Buffet, Plated, or Stations?

There isn't one “correct” way to serve dinner.

But each style comes with different logistical and financial considerations.

Buffet

Buffet service is often one of the most efficient and cost-effective options for larger weddings.

Guests can choose what they want, go back for seconds, and the service doesn't require someone to deliver every individual plate.

But that doesn't necessarily mean that buffet-style is simple.

You still need enough staffing to manage the buffet, maintain the food, clear tables, and keep everything looking neat throughout the event.

Plated

Plated meals can create a more formal, elegant experience. However they require a lot more coordination.

Your caterer needs to know who ordered what, meals need to be tracked, and service has to happen all at the same time so dinner isn’t dragged out and everyone gets to enjoy a hot plate.

The more precise the service, the more production is involved.

Stations

Live-action culinary stations can be fun and interactive, but they also require additional coordination such as dedicated chefs, servers, additional equipment, and more space.

At Cocktails Catering, this is generally one of the highest costs when it comes to production because of all of the moving parts.

When it comes to catering style, none of these options is inherently better than the other.

The question is:

Which service style makes sense for your guest count, budget, venue, and overall experience?

Okay, Let’s Talk About Preferred Vendors

Almost every venue has some sort of rendition of a preferred vendor list.

At Allegro, we too have a number of vendors that we regularly work with and will often refer to as a preferred partner.

Couples sometimes hear “preferred vendor list” and immediately assume it means they're being restricted. (and in some cases, you are… but it’s usually for a good reason)

Here’s the thing about preferred vendors.

Vendors who regularly work together have a synergy and can make your wedding day that much more smooth and enjoyable.

They know how the space operates, where things go, what the rules are, and how to communicate with the venue team.

And might I add, particularly when it comes to vendors on a venue’s preferred list, these vendors often have special rates at that particular venue because of the relationship and experience that has been established over the years. (We definitely do - some venues are just special!)

Now let me be clear – This doesn't mean you should blindly hire everyone on a preferred list.

You should still research the vendors, read reviews, look at their work, and make sure they're a good fit for you.

But don't dismiss a preferred vendor simply because they're preferred.

A good vendor relationship can save you time, stress, and sometimes money.

Pick Your Top 3 – Stop Comparing 47 Caterers

There's a point where having more choices stops being helpful.

Julyssa recommends narrowing your catering research down to about three options.

She compares it to shopping for a restaurant that you’d like to dine at.

Start by researching reviews, social media, portfolios, menus, and what's included.

Then narrow your list.

Once you have your top three, schedule consultations or tastings.

Take the time to really ask questions, see your options, and meet the people who will be responsible for feeding you and your guests come wedding day.

And don’t just compare the numbers. Pay attention to how you feel during the process.

Because at the end of the day, it’s not just about the food. You're hiring a team that will be responsible for one of the biggest parts of your guests’ experience.

Pick Up the Phone

Not going to lie, this part of the conversation caught me off guard.

Julyssa talked about how often couples don't answer when vendors call because they assume it's a sales call, (and it is).

But sometimes that phone call is an opportunity to actually connect with the people you're considering hiring.

Wedding planning can sometimes feel incredibly transactional.

Inquiry form - Automated email - Pricing guide - Another email - Another form - Another questionnaire…

At some point, you need to talk to an actual human being.

A phone call can tell you things a pricing guide can't.

Things like:

Does this person listen?

Do they understand what I’m looking for?

Do they answer my questions?

Do I feel comfortable with them?

Do they seem like someone that I could trust on my wedding day?

That relationship with your venue and your caterer matters!

And About Those Pinterest Photos...

We also talked about something that comes up constantly in the wedding industry: inspiration photos.

Pinterest and social media are fantastic places to gather ideas.

But inspiration isn't a contract.

Especially now that AI-generated wedding imagery is becoming increasingly common, couples need to be careful about assuming that everything they see online is a realistic representation of what can actually be produced.

Instead of asking your vendor to recreate an image exactly, try explaining what you love about it.

Is it the mood?

The color?

The texture?

The lighting?

The feeling?

A good vendor can often take the feeling of an inspiration photo and translate it into something that works for your actual venue, budget, and available resources.

Don't Forget About Your Vendors' Meals

Here's something you might not have thought about:

Your vendors need to eat, too.

Your photographer, DJ, planner, videographer, photo booth attendant, and other vendors may be working for eight, ten, or even twelve hours.

Your catering team needs to know how many vendors will be present so meals can be planned accordingly.

It may seem like a small detail, but it's one of those things that should be accounted for before the wedding day (and not to mention it may be in some of your vendor contracts, so definitely make sure you read them so the catering team isn’t scrambling when it comes time to eat!)

The 30-Day Walkthrough Matters

Once your venue and major vendors are booked, the planning doesn't stop.

At Eola View, couples have a mandatory walkthrough with a venue coordinator approximately 30 days before the wedding.

This is when the team can finalize important details like the floor plan, bar placement, vendor needs, and other event-specific considerations.

And this is where your vision becomes an actual production plan.

It's taking all of the ideas you've collected and figuring out how they're actually going to work.

Planner tip: Your day-of coordinator or wedding planner needs to be at this meeting. Because there is a huge difference between a venue coordinator and a day-of coordinator and both need to work together to create your perfect day.

Your Wedding Is More Than a Pretty Venue

I think this was my biggest takeaway from our conversation.

A wedding venue isn't just a backdrop for your photos.

A caterer isn't just the company bringing your food.

Your vendors aren't operating independently of one another.

They're part of one event.

The venue affects the catering.

The catering affects the floor plan.

The floor plan affects guest flow.

Guest flow affects staffing.

Staffing affects service.

Service affects the guest experience.

And all of those decisions affect your budget.

That's why I encourage couples to slow down in the beginning.

Build your foundation before you start booking everything.

Know your guest count.

Understand your budget.

Figure out what's actually important to you.

Then start touring, researching, comparing, and making decisions from there.

Because the goal isn't simply to create a beautiful wedding.

It's to create a wedding that works.

And when the planning, people, and logistics work together?

That's when you get the kind of wedding day that actually feels effortless.

Want More Information?

If you’re a couple in Central Florida who is looking for their wedding venue, consider checking out Eola View and Cocktails Catering.

For more information on Eola View, click here.

Eola View

150 East Central Blvd

Orlando, FL 32801
(689) 304-1500

Events@EolaView.com

For more information on Cocktails Catering, click here.

Cocktails Catering

9640 Boggy Creek Rd. Suite #5

Orlando, FL 32824
(407) 446-2878

Info@CocktailsCatering.com

What's Next?

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