Planning and wedding venues

Deciding on a wedding venue is a biggy but with preparation you will get your must have venue.

Make choosing a wedding venue easy by being prepared.

Research on the topic shows being prepared is critical to finding the right venue for your wedding day.  Taking time to prepare will reduce your stress, enhance your decision making and organising.  While also improving your control of the bottom line.  Planning is the key so grab the A3 paper, highlighters, colour pencils and let’s get started. 

Key steps before visiting venues.

1.     Get creative with an unincumbered brainstorm before you look at Pinterest, google images or wedding magazines.  Use lots of colours.

This is a no holes barred list of everything you do and don’t want for your wedding.  Write everything you think of down.  Editing comes next.  So, no criticising, questioning, or arguing.  JUST put all your thoughts and ideas down. 

2.     Identify 2 – 6 not negotiables on your brainstorm sheet and highlight these.  This will help you with decision making, planning, and organising.

• NOW edit out the things that aren’t relevant, important or you can’t’ agree on.

3.     Set your budget.  This is your non-negotiable bottom line.

• Your budget sets your venue size and the number of guests.

4.     Have fun creating your theme board, with lots of colour, pictures, fabric samples

5.     Decide on 2 – 6 venues to visit that fit within your “ideal” venue.

In preparation for your venue visit …

Create a list of question you want answered while at the venue.

Take with you:

Comparison matrix of venues.

This is 4 – 8 things the venue ideally will or must have.

Venue Checklist:  email me for a comprehensive list.

Dates you would consider for your wedding.

 AND …

 Ask the venue how much time is scheduled for your visit.

TIME is key to you knowing what each venue offers.

Time to look and consider suitability, photography options, layout, decor, etc.

Time to work through your check list and Comparison matrix.

Time to ask questions, have things explained and discuss everything. [unless you plan to revisit]

While visiting check the following:

What else will be happening on the same day as the wedding?  Another event, building or construction on-site or near by, etc..

Can you have a rehearsal?

Photography

Where can photos be taken of B&G, groups?  Indoor / outdoor?

Lighting inside – natural, good, or extra lighting needed?

A room the bridal party can use to get dressed

Talk about what isn’t included by the vendor.  This is just as helpful as the list of what is available.

What are the venues: restrictions, rules, and “don’t”s.

Read the google reviews / comments left by previous couples

Let’s put the business hat on!

What challenges have other couples had when dealing with venues?

Not having time to going over the venue budget in detail.

Getting all the facts up front about the venue.  What the venue does and doesn’t supply and do.

Couples needs site tours to be informative, comprehensive, clear, and supportive.  With open communication about all aspects of the venue.

The venue should allow at least 1 hour for you to walk and talk on your initial visit.

Things that have been agreed to during a conversation aren’t recorded so the couple have no recourse.

Get everything you’ve agreed to with the vendor in writing.  That is every change and/or renegotiation no matter how big or small.  If you have everything in writing everyone is clear about what has and hasn’t been agreed upon.  Always include the date, time and means of communication.

Solution:  Email after each conversation with an overview of conversation / price[s]

Set your emails with the venue to show the email has been received / opened.

Look at the rooms you will use and check for:

Lighting  -  See the venue at the time of day the wedding / reception will happen

Is there a need for a liquor licence?  And who’s applying for it, you or the venue?

Can you play music?  For what amount of time?  Are there noise restrictions?

Be aware that the larger your guest list the less wedding venue options available.

Having two venues for the wedding has logistical issues around parking, travel distances and what guests will do while photos are taken.

Accommodation for yourselves and guests can also be a challenge depending on the venue location.

Your venue contract is business, so …..

Read your contract in full.  Read it a few times until you are confident about what you are signing.  Ask a friend to look it over if you aren’t confident.  What assumptions are being made?

Be clear on what is and isn’t included by the vendor.

Understand your responsibilities for cancellations, liabilities, and refund policies.

Understand the deposit required, payment schedule, final payment and if the price is GST inclusive or exclusive?  How does they change your budget?

What are the fees for late payments?