WHAT TO ASK WHEN TOURING YOUR WEDDING VENUE.
Is there anything more exciting than touring a wedding venue you just know you're going to love? Not really, which is why it's so easy to get swept up in the beauty of the space and forget all about the logistical questions you need to ask. That's why we’ve put together a list of questions every couple needs to ask while visiting a prospective venue.
There's far more to discuss than just the price tag. Does the venue own tables and chairs that you can use for your ceremony and reception, or will you be responsible for bringing in rentals? Is there a back-up plan in the event of inclement weather, or is it up to the couple to make that decision themselves? Who will be on hand on the big day, ensuring everything goes off without a hitch? There are also the less glamorous questions to ask, like what do the restrooms look like, and can they accommodate your desired number of guests?
WHEN IT COMES TO DECOR - WHAT ARE THE RULES?
Some venues are very relaxed and let you decorate the space as you choose while others have strict rules about what can and cannot be done. Some other questions you might ask are: Can I use real candle flame? Is it safe to dig for tent stakes? Do I need certifications for outdoor rated lighting? Most companies can help you out with this, so don't be afraid to ask!
From a catering perspective, the most important questions to ask relate to infrastructure: Is there a kitchen on-site? Does it have cooking equipment or is it just a staging area? How far is it from the guest service area? If not, how do caterers normally set up at the venue? Does the venue provide tenting for caterers? Power? Running water? Parking? Access in advance or after the event? These are all great questions to ask as any gaps may ultimately affect the cost of your catering.
WHAT SERVICES DO YOU INCLUDE?
Different venues provide different services, and it's important to understand exactly what support your venue offers. A 'will vs. won't' is often geared toward service—your venue may offer to set out the place cards but won't be responsible for creating your seating charts. A 'can vs. can't' usually comes down to the fine print and non-negotiable terms. For example, the capacity, noise ordinances, types of vehicles permitted on site, and event end time may be set in stone—no matter how good your relationship is with the event venue, you can't change these.
DOES YOUR VENUE HAVE BUMP IN AND BUMP OUT TERMS
The amount of time your vendors have to set and strike your event will impact your expenses. Venues that take only one event per weekend and allow a flexible schedule installation and strike are always looked upon favorably. As florists and stylists we love flexible timing as we can style to perfection.
WHAT IS THE BATHROOM SITUATION
Be sure to visit the restrooms, and assess if they are appropriate for your guests and the number of them. This way you can budget restroom trailers, or decor for the existing restrooms from the start!
WHAT IS YOUR AVAILABILITY?
It's easy to get caught up in the love of a venue and if you have a set date in mind it's best to check before diving head first into planning logistics of a certain location only to be disheartened down the road. So, do your due diligence and add this to the top of your venue question checklist!
ARE THERE ALCOHOL LIMITATIONS?
If you have visions of cocktails flowing at your wedding, be sure to ask if the venue has any limitations on serving alcohol. Some venues, especially wineries, are not licensed to serve alcohol and it could be a disappointment if you later learn your guest can only drink beer and wine.
DOES THE PROPERTY ALLOW MULTIPLE EVENTS ON ONE DAY?
Inquire about additional events that also may be taking place on your wedding day. If other weddings are taking place, how will the on-property staff handle multiple events? You will want to ensure that you have a team of staff solely designated to your wedding. as your exclusive wedding florist we only take on one wedding per date ensuing you get the attention to detail you deserve.
DO WE NEED TO FLIP THE SPACE?
If you plan on hosting your ceremony, cocktail hour, and reception all at one venue, find out if the venue needs to reuse the ceremony space to accommodate the dinner reception. If so, this will impact our set up and styling since we will only have one hour to get equipment into position or to set the dinner tables. You'll want to be sure that both are prepared with a large enough team to make the flip as seamless as possible.
WHAT ARE YOUR RECOMMENDATIONS FOR GUEST TRANSPORTATION?
Don't forget about transportation when it comes to your venue—how your guests arrive/depart is important to keep in mind during your planning. Here are some suggested questions to ask regarding transportation: Is a shuttle mandatory to/from the property and local accommodations? Do you offer valet parking? If not, can we bring in a service for this? Is there a designated parking area for guests?
WILL YOU BE THE PERSON OVERSEEING THE PLANNING OF MY WEDDING AND ON THE DAY COORDINATION?
When touring a venue, it is very important to understand who you will be working with throughout the planning process and on your wedding day.
WHAT IS YOUR RAIN PLAN? always, always have a plan b!
Always make sure to see the back-up space in case of inclement weather. You do not want to be in a situation where you have to move your wedding indoors and they have unattractive space, or worse, no space available!
IS THERE A FEE IF I BRING ITEMS IN FROM OUTSIDE VENDORS?
When you are going through the planning process, there might be special items that you want to bring on-property like for example, if you bring a cake from an outside vendor, is there a cutting fee? Make sure to ask these questions ahead of time so you aren't hit with additional unexpected costs.
WHAT’S INCLUDED IN HOUSE?
Make sure you know exactly what is included from the venue from chairs to tables to linens so you know what you have already paid for and what additional items you might need to bring in.
WHAT ARE THE FOOD AND BEVERAGE MINIMUMS"?
Every venue has minimums when it comes to food and beverage regardless of guest count so make sure you know that these are as well as what the service charge and tax will be so that you understand how many guests should attend the wedding to meet that minimum.
ARE YOU NEWLY ENGAGED AND NEED SOME VENUE RECOMMENDATION? CONTACT US AND WE’LL GIVE A SHOUT OUT TO ALL OUR FAVS. WE KNOW ALL THEIR BEST SPACES TO FILL WITH FLOWERS FOR THE PERFECT CEREMONY, RECEPTION & PHOTO OPPORTUNITIES.
UNITL NEXT TIME
