How far in Advance Should you Book a Wedding Venue?

Welcome to Kate’s column, where I share insights, stories, and tips drawn from my experiences as the owner of St. James 1868. As you read on, you’ll find personal reflections and advice that I hope will inspire and guide you in your journey.

Planning your wedding is one of the most exciting and memorable times in your life. But let’s be honest—between picking out florals, tasting cakes, and finding that perfect dress, one decision tops them all: choosing your wedding venue. And trust me, as the owner of St. James 1868, one of Milwaukee’s most luxurious wedding venues, this decision is crucial to shaping your entire wedding day.

So, how far in advance should you book your wedding venue? Well, the answer depends on a variety of factors. But don’t worry—I’m here to help break it down for you so you can have all the information you need to make your dream wedding a reality.

Factors That Influence When to Book

Let’s start with the million-dollar question: what determines how far in advance you should book your venue? There’s no “one size fits all” answer, but here are some of the key elements that will help guide you.

Venue Popularity

If you have your heart set on a high-demand venue, like St. James 1868 (we are quite the popular choice for a reason!), you'll want to act fast. High-end venues can often book out over a year in advance, sometimes even longer if you’re eyeing those coveted summer Saturdays. My advice? As soon as you’re engaged, start your venue search. Popular venues like ours can be locked down as early as 18-24 months before the big day, especially if you’re aiming for a prime wedding season slot.

Your Wedding Date

Your wedding date plays a huge role in how early you need to secure your venue. Are you planning a spring or summer wedding? Peak season weddings, particularly in the summer months or around major holidays, book up the fastest. I always tell my clients: if you want a Saturday in June, you’d better be ready to book at least a year in advance. For those who are flexible on dates and open to off-peak seasons (like November or January), you’ll have a bit more leeway.

Pro Tip: Consider a Friday or Sunday wedding! It not only helps with venue availability but can also offer significant savings.

Location, Location, Location

The location of your wedding will also play into how far in advance you need to book. If you’re looking for a destination wedding or an exclusive venue that’s tucked away in a picturesque rural area, you’re going to need to give yourself plenty of lead time. Not only are these spots often booked far in advance, but you’ll also need to factor in travel logistics for you, your guests, and your vendors. In contrast, urban venues may offer slightly more flexibility in availability, though this depends on the popularity of the venue itself.

At St. James 1868, our venue is nestled right in the heart of Milwaukee, a prime location that’s close to hotels, restaurants, and nightlife. This central spot makes it a popular pick for both locals and those planning a destination wedding within the U.S.

Types of Venues and Booking Timelines

Every venue is unique, but there are some general booking guidelines you can follow depending on the type of venue you have in mind.

Traditional Venues (Banquet Halls, Hotels)

Traditional venues, like banquet halls and hotels, tend to have larger capacities and often host multiple weddings or events every weekend. Because of their size and flexibility, you may not need to book as far in advance as you would with a smaller or boutique venue. However, if you're dead set on a prime Saturday in the summer, booking 12 to 18 months out is still a smart idea.

Unique Venues (Barns, Vineyards, Historic Estates)

Unique venues such as barns, vineyards, or historic estates (like St. James 1868) tend to be in extremely high demand. They offer a distinct atmosphere and aesthetic that many couples seek to capture for their wedding day. For these venues, it’s essential to start your search early. Our venue, for example, is a stunning historic estate with breathtaking architecture and design—so it’s no surprise that couples book with us as early as 18-24 months in advance. If you have a particular look and feel in mind for your wedding, don’t wait!

Destination Venues

Destination venues require an entirely different approach. The booking timeline for a destination wedding will depend not only on the venue but also on the logistics of getting you, your guests, and your vendors to the location. When planning a destination wedding, I recommend booking your venue a solid 12 to 24 months in advance to ensure you have enough time to coordinate all the details, from travel arrangements to accommodation for your guests.

Booking for Different Wedding Sizes

Another major factor is the size of your wedding. Larger weddings require more space, which means venue availability might be more limited.

Large Weddings

If you’re planning a big wedding with 150+ guests, you’ll want to book as early as possible. Larger weddings need venues with the capacity to accommodate a big crowd, and these venues are often the first to get fully booked. I always recommend couples book at least 18 months in advance for a large wedding to ensure they get their top venue choice.

Small Weddings & Elopements

On the flip side, smaller weddings and elopements offer more flexibility. With fewer guests to accommodate, you might have more venue options and could potentially book closer to your wedding date. However, if you’re hoping for a specific, high-demand venue, like our St. James 1868 venue, it’s still a good idea to lock it in as early as you can. Small doesn’t mean less important!

What About Last-Minute Venue Bookings?

Life happens, and sometimes you need to plan a wedding on shorter notice. Last-minute venue bookings can be a bit tricky, but they’re not impossible.

Availability and Compromises

If you find yourself needing to book a venue with just a few months’ notice, be prepared to be flexible. You might need to compromise on your wedding date, or consider a weekday or off-season wedding to increase your chances of securing a venue. Here at St. James 1868, we do sometimes have last-minute cancellations or openings, so it’s always worth reaching out to see what’s available.

Alternative Options

Consider alternative options if your dream venue is booked. Non-traditional venues like restaurants, galleries, or even vacation rentals might offer more last-minute availability and provide a unique backdrop for your wedding day. Creativity can be your best friend when planning on short notice.

How to Secure Your Venue Early

Venue Research Tips

When you’re ready to start your venue search, do your research early! Look for venues that fit your vision, and start scheduling tours as soon as possible. Many couples underestimate how quickly venues can fill up, especially in peak seasons. My advice is to create a shortlist of your favorite venues and schedule tours right away to make sure you don’t miss out.

Budgeting and Deposits

Once you’ve found your dream venue, securing it with a deposit should be your next step. Most venues, including ours, require a deposit to lock in your date. Be sure to budget for this deposit early in your planning process, as securing your venue is one of the first major decisions you’ll make for your wedding.

Conclusion

When it comes to booking your wedding venue, the earlier, the better. Whether you’re planning a grand celebration or an intimate gathering, starting your venue search as soon as you’re engaged will help you avoid disappointment and ensure you secure your dream space. Remember, venues like St. James 1868 are in high demand—so don’t wait!

Your wedding day is one of the most important days of your life. By securing your venue early, you can relax and enjoy the rest of your planning process, knowing that you’ve taken care of one of the most critical aspects of your big day. So start touring, start dreaming, and let’s make your wedding unforgettable!