Kaiplan is a wedding planning tool we built because we kept seeing couples juggle six or more apps to manage their budget, guest list, vendors, and seating, while The Knot and WeddingWire pushed paid vendor listings at them. Kaiplan puts budget, guests, vendors, and seating in one place. Plans start at $10/mo with LAUNCH50 applied automatically, or pay $50 once for lifetime access. We don't earn from vendor referrals.

How is Kaiplan different from The Knot?

The Knot and WeddingWire are marketplace platforms. Vendors can pay for extra visibility, which means the platforms are balancing couple experience with vendor revenue. Kaiplan earns its revenue directly from couples, so there is no financial incentive to push a paid listing over a better fit. Every recommendation you track in Kaiplan comes from your own research, not an ad buy.

What's the difference between the monthly plan and Lifetime?

Starter ($10/mo) and Pro ($17.50/mo) are month-to-month subscriptions you can choose after the full-app trial. The Lifetime tier is $50 once and includes everything in Pro with no recurring charges and no expiry.

Yes. Kaiplan is live now. Create your account to start the full app trial, then choose or confirm a plan later when you're ready to keep your budget, guest list, vendors, and seating in one workspace.

What's included in the Starter plan?

The Starter plan ($10/mo) includes a budget ledger that tracks real vendor quotes, guest list management, and a drag-and-drop seating chart. The Pro plan ($17.50/mo) adds a vendor contact tracker, a wedding website with RSVP, and role-based team access (invite your partner or planner with owner, editor, or viewer roles). The Lifetime tier ($50 once) includes everything in Pro - your data stays forever, and you can archive the wedding once it's done.

How many venues should I tour before making a decision?

Tour at least 3, ideally 4-5 if your date is flexible. The first venue you visit always feels impressive because you have no frame of reference. By the third tour you will have developed a calibrated sense of what is standard and what is genuinely exceptional.

What is the most commonly overlooked clause in a venue contract?

The vendor exclusivity clause. Many venues require you to use their preferred caterer, bartending service, or both. This locks you into their pricing with no competitive bids. Some venues allow outside vendors for a fee. Get the full preferred vendor policy in writing before you fall in love with the space.

When is the deposit refundable if I have to cancel?

Almost never in full, and often not at all. Most venue contracts treat the deposit as liquidated damages if you cancel within 12 months of the event. Some contracts include a sliding scale (full refund if cancelled 18+ months out, 50% at 12 months, none under 6 months). Read this clause before you sign anything.

What does a food and beverage minimum mean?

A minimum spend on food and drink, separate from the venue rental fee. If your guest count or menu choices fall below that number, you pay the difference anyway. Always ask for the minimum in dollar terms, not per-person terms, and confirm whether the service charge counts toward it.

Wedding Venue Comparison Worksheet: Score Up to 5 Venues…

The 20-Criteria Venue Comparison Table

Copy this table for each venue you visit. Score each criterion 1-5, then total at the bottom. The scoring rubric is in the next section.

Venue Name: _________________________
Visit Date: __________ Contact Name: __________________ Phone/Email: __________________

Section 1: Capacity and Logistics

Criterion	Notes	Score (1-5)
Guest capacity (minimum and maximum)	Min: ___ / Max: ___
Ceremony space available on-site	Yes / No / Extra fee: $___
Cocktail hour space	Separate / Same / Outdoor option
Parking (spaces available, cost, on-site vs. off)	Spaces: ___ / Cost: ___
Accessibility (ADA compliance, elevator, parking proximity)
Setup/breakdown time included in rental window	Setup: ___ hrs / Breakdown: ___ hrs
Total rental hours	Ceremony to cleanup: ___ hrs

Section 2: Catering and Alcohol

Criterion	Notes	Score (1-5)
Catering policy (in-house only, preferred list, or open)	In-house / Preferred list / Open
Food and beverage minimum	$___ (confirm if service charge counts toward this)
Per-person food cost estimate	Plated: $___ / Buffet: $___
Alcohol policy (BYOB allowed, licensed bartenders required)	BYOB: Yes/No / Corkage fee: $___
Bar package options and pricing	Beer/wine: $___ / Open: $___
Service charge and tax rate	Service: ___% / Tax: ___%
Cake/dessert policy (outside baker allowed, cutting fee)	Outside baker: Yes/No / Cutting fee: $___

Section 3: Vendor and Operational Policies

Criterion	Notes	Score (1-5)
Outside vendor policy (florist, DJ, photographer)	Open / Preferred list fee: $___
Noise curfew and amplified music policy	Curfew: ___ PM / Indoor only after ___ PM
Venue coordinator included or extra	Included / Extra: $___
Exclusive use of venue or shared with other events	Exclusive / Shared (what floor/section?)
Backup plan for rain or weather (indoor option)	Indoor backup: Yes/No / Tent allowed: Yes/No
Décor restrictions (candles, confetti, hanging items)
Overnight accommodation on-site or nearby hotel block	On-site rooms: ___ / Hotel block partner:

Section 4: Financial Terms

Criterion	Notes	Score (1-5)
Venue rental fee (base)	$___
Deposit amount and due date	$___ due by: ___
Payment schedule (installments or lump sum)
Cancellation policy (deposit refund terms)	Full refund if cancelled by: ___ / Partial by: ___
Overtime fee	$___ per hour
Required liability insurance (coverage amount)	$___ coverage required

Subtotal Score: ___ / 115

Side-by-Side Summary (Fill in After Touring All Venues)

Criteria	Venue 1	Venue 2	Venue 3	Venue 4	Venue 5
Venue name
Rental fee (base)
Estimated total cost
Guest capacity
Catering: in-house/open
F&B minimum
Alcohol: BYOB/licensed
Noise curfew
Backup rain plan
Deposit amount
Cancellation terms
Venue coordinator included
Outside vendors allowed
Overtime rate
Weighted score total

Wedding Venue Comparison Worksheet: Score Up to 5 Venues Side by Side