How to Choose the Perfect Venue for Your Event in Sarasota (and Beyond)

Planning a wedding or special event begins with one of the most important decisions you’ll make: choosing the venue. The right location sets the tone for your celebration, impacts your design choices, and influences your guests’ overall experience. With so many beautiful options in Sarasota and the surrounding areas, it can feel overwhelming to decide where to begin.

At Always Special Events, we’ve helped countless couples and clients find the perfect setting for their dream day. Here’s our step-by-step guide to narrowing down your venue search.

1. Start with Your Guest Count

Your guest list is more than just numbers—it directly affects what venues you can consider. A ballroom that comfortably seats 200 may feel cavernous with only 50 guests, while an intimate garden setting might not accommodate larger groups.

• Tip: Create a preliminary list before booking tours. Most venues require a minimum and maximum number of guests.

2. Define Your Event Style

Think about the atmosphere you want to create. Is your vision timeless and elegant, modern and chic, or romantic and whimsical? Sarasota offers everything from beachfront resorts to rustic barns and historic mansions.

• For weddings: Consider whether you prefer a ceremony and reception at the same location.

• For corporate events: Decide if you want a formal conference setting or a more relaxed environment.

3. Consider Location & Accessibility

If you’re planning a destination wedding in Sarasota or Southwest Florida, your guests may be traveling. Choose a venue near accommodations, airports, or public transportation. Easy access = happy guests.

4. Think About What’s Included

Some venues are “all-inclusive,” providing tables, chairs, linens, catering, and even event coordination. Others are “blank slates” where you’ll bring in every vendor yourself.

• Pro tip: Ask for a list of what’s included in the rental fee so you can accurately compare costs.

5. Pay Attention to the Season

Florida weather plays a big role in event planning. Outdoor ceremonies are gorgeous, but it’s essential to have a backup plan in case of rain or extreme heat. Make sure the venue has covered areas or indoor options.

6. Budget with Transparency

It’s easy to fall in love with a space that looks perfect in photos but is out of budget once fees add up. Always ask about:

• Food & beverage minimums

• Service charges & gratuities

• Corkage or cake-cutting fees

• Parking or valet charges

7. Schedule a Walkthrough (Day & Night)

Touring a venue in person is the best way to get a feel for the space. Visit during the time of day you plan to host your event. Lighting, acoustics, and ambiance can change dramatically from morning to evening.

8. Partner with an Experienced Planner

This is where Always Special Events comes in. We’ve worked at Sarasota’s most popular venues—from waterfront estates to charming courtyards—and we know the ins and outs of each location. We’ll help you ask the right questions, negotiate details, and design a layout that maximizes your space.

🌸 Sarasota Venues We Love

Here are just a few of our favorite local gems:

• Marie Selby Botanical Gardens – Tropical, lush, and perfect for a garden-inspired wedding.

• The Ritz-Carlton Sarasota – Iconic elegance with waterfront views.

• Historic Spanish Point – A unique blend of history and Old Florida charm.

• Local Barn Venues – Perfect for couples who want rustic elegance with room to dance.

Final Thoughts

The perfect venue is more than a backdrop—it’s the stage where your story unfolds. By keeping guest count, style, location, and budget in mind, you’ll be on the right track to finding a space that reflects your vision.

At Always Special Events, we’re here to guide you every step of the way, from touring venues to designing the celebration of your dreams.