You're Engaged! 10 Things to Do Before Booking Your Texas Hill Country Wedding Venue Near Austin, Texas
- hiddengemofgruene
- Aug 1
- 6 min read
Congratulations on your engagement! This is such an exciting time in your life, and now that you're planning your dream wedding, it's time to dive into the details. One of the first (and most important) decisions you’ll need to make is selecting your wedding venue. However, before you start browsing venues and booking tours, there are a few important steps to take that will help you make the right choice.
Here’s a list of 10 things to do before booking your wedding venue:
1. Set Your Wedding Date (or a Range)
Before you can even think about booking a venue, you’ll need to have a general idea of when you’d like to get married. This will help narrow down your options. Choose a specific date if you already know exactly when you want to get married. If you’re flexible, decide on a time frame—such as a season or month—so you can check venue availability during that time. Keep in mind that wedding venues, especially popular ones like the Hidden Gem of Gruene, tend to book up quickly, especially during peak seasons. Knowing your date (or range) will help avoid disappointment later.
2. Set a Realistic Budget
Your wedding venue will likely take up a large portion of your budget, so it's essential to set a realistic figure before you start searching. Establishing a budget allows you to focus on venues within your price range and avoid falling in love with a place that’s out of reach financially. Factor in additional costs like catering, decor, rentals, and gratuities. It’s also a good idea to leave a buffer in your budget for unexpected expenses that may arise during the planning process.
3. Determine Your Guest List Size
The size of your guest list will significantly impact your choice of venue. Venues have varying capacities, so it’s crucial to know how many people you’re planning to invite. Create a preliminary guest list, even if it’s just an estimate. This will help you narrow down the venues that can accommodate your guest count. If you're planning an intimate gathering, look for venues that offer a more personal, cozy setting, and if you're dreaming of a grand celebration, seek out large venues with ample space.
4. Choose a Wedding Style or Theme
Your wedding venue should reflect the style and theme you envision for your big day. Do you dream of a rustic, barn-style wedding, or are you leaning toward an elegant ballroom affair? Having a clear vision of your wedding theme—whether it's classic, modern, bohemian, or destination—will help you choose a venue that matches the atmosphere you're trying to create. It’s helpful to start gathering inspiration from wedding magazines, Pinterest, or Instagram to get a better idea of what resonates with you and your partner.
5. Decide on Indoor vs. Outdoor
Consider whether you want an indoor or outdoor wedding (or a combination of both). This decision will greatly influence your venue search. Outdoor weddings, such as garden, beach, or vineyard weddings, are gorgeous, but they come with weather risks, so you’ll need to have a solid backup plan in case of rain or extreme temperatures. On the other hand, indoor venues offer a controlled environment, but the atmosphere may be very different from an outdoor celebration. If you're leaning toward an outdoor venue, it’s even more important to book early to ensure availability, especially during peak seasons. Thankfully, at the Hidden Gem of Gruene, you get both, at no extra charge.
6. Research Your Venue’s Location
Location is crucial when booking a wedding venue, both for your convenience and the convenience of your guests. Think about how far you want your venue to be from your home, as well as the accessibility for guests who may be traveling from out of town. Make sure the venue is easily reachable by major roads, has enough parking, and is in a safe, convenient area. If many of your guests are coming from afar, check if the venue offers accommodations! The Hidden Gem of Gruene is nestled in the Hidden Gem of Gruene resort, featuring luxury condos, and walkablity to Gruene!
7. Consider Your Wedding Timeline
Your wedding timeline will influence your venue decision. Do you want a short engagement, or do you have more time to plan your day? Some venues may have a waiting list, so it's crucial to understand how far in advance you'll need to book. Additionally, check if your chosen venue offers flexibility in terms of ceremony and reception timing. Some venues might have time restrictions or only offer certain time slots for weddings.
8. Think About Catering Options
Not all wedding venues offer in-house catering, and those that do may have specific catering requirements or a preferred vendor list. Think about whether you'd prefer to work with the venue’s caterers or hire your catering service. If you have a specific vision for the food at your wedding (such as a plated dinner, buffet, or food trucks), make sure the venue can accommodate your catering needs. If the venue has restrictions on alcohol or catering, this will help you understand the logistics early on.
9. Tour Multiple Venues
Once you’ve narrowed down a few options, schedule tours of each venue to get a feel for the space and ask important questions. Don’t just rely on pictures online—seeing the space in person gives you a better sense of its size, layout, and overall ambiance. During your venue tours, be sure to ask about pricing, availability, hidden fees, and any restrictions the venue may have. If the venue is large, consider how it will work with your guest list size, and if it's small, think about how cozy or intimate the atmosphere will feel.
10. Review the Venue’s Contract and Policies
Each venue will have its own set of rules, regulations, and pricing structures. After you've decided on a venue, carefully review the contract and policies to ensure you're clear on everything from cancellation fees to insurance requirements. Pay special attention to things like:
Deposit and payment terms: When are payments due, and how much is required for a deposit?
Insurance and liability: Does the venue require you to have event insurance?
Decoration guidelines: Are there restrictions on what you can and can’t do in terms of decor?
Booking your wedding venue is a big step, but by taking the time to complete these essential steps before you start your search, you'll be in a much better position to find the perfect venue for your special day. With your budget, guest list, style, and venue preferences clearly defined, you’ll be able to confidently choose the venue that aligns with your vision. Most importantly, enjoy the journey—this is one of the first moments in your wedding planning that will truly bring your dream day to life! Happy planning!
Thank you so much for stopping by our blog. We hope you found this information helpful. We want to use our blog to increase awareness and support for locally owned wedding venues. Locally owned wedding venues tend to provide a higher level of expertise, service, and dedication. They also have far less turnover than corporate-owned or investor-owned venues. As you plan your wedding, we hope you will consider a locally owned wedding venue like ours. You can find locally owned wedding venues on this wedding venue map. Below is a shout-out to fellow locally owned wedding venues around the country!
Thank you all so much for reading our blog. As a locally owned wedding venue, we take great pride in creating an experience for all of your guests. That’s why customer service and attention to detail are amongst our top priorities at the Hidden Gem of Gruene. From our friendly and knowledgeable Venue Hosts to our Security and Vendors that represent our venue, we strive to always give you the best of the best. Our venue hosts are more than just hosts, they are actually professional and experienced wedding planners that truly understand the logistics of how a wedding and event should flow. Our team comes with a lot of experience in local & destination weddings. Our vendors are vetted and only make the vendor list after completing 30 plus successful weddings here at the Hidden Gem of Gruene. Because we understand the “how to” in weddings, we know what the couples are truly looking for. When it comes to guest experiences, we understand how important safety and convenience is for our couples’ guests. Most of our couples have family traveling from hours away to states away. That is where our onsite resort makes the Hidden Gem of Gruene, the perfect destination wedding venue in the Texas Hill Country. The convenience of having your wedding and lodging in the same place, is why couples love saying their “I Do’s” at the Hidden Gem of Gruene. To book your next tour of our Texas Hill Country Wedding Venue, make sure to contact us today. For all your wedding inspiration for your dream destination wedding venue, make sure to follow us on Instagram, Facebook, TikTok, YouTube, & Pinterest! Keep an eye out on our stories! Lots of behind the scenes & your perfect chance to get to know the entire team!
Creating unforgettable moments, one beautiful wedding at a time. Your dream wedding starts here, Joey and Katie Medellin, Hidden Gem of Gruene
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