The Venue Search

 

Our sister got engaged about two weeks ago and she has wasted no time in the planning process! {Perhaps she had some ideas up her sleeve before it happened ;) } In any event, she is venue searching which is one of the most important elements of your wedding day because it’s going to be where the reception is held!  Unfortunately, she lives too far away for us to sit in on every meeting she has with a venue, so we decided to compile a list of things she needs to take into consideration while venue searching and interview questions she can ask to the site manager.

v  First things first, before you start scouting out possible sites, envision what your ultimate venue would encompass and look like. 

 *Is it a raw space or loft where you can manipulate almost anything in your favor?

 *Is it traditional and elegant - perhaps an old mansion or grand hotel ball room?

 *Is it outside under tents with a rustic feel or beautiful backyard soiree?

v  Once you have an idea of what you may looking for, next decide on an estimated guest count. This is very important.  You don’t want to have a reception site where it accommodates 400 guests when in turn you have 100 guests, then it will show all of the empty space.  Or on the other hand, have a small venue where you try and congest a large crowd – so keep this in mind.

              {Things to consider}

v  What’s the most important thing to you about a venue?  Beautiful interiors? Beautiful exteriors? Outdoors? Very close to the ceremony site?  A lot of natural light coming in?

v  How much space do you need for everything? Photo-taking locations needed both inside and outside? Dressing room/Bridal Suite? Ceremony space?  Cocktail hour space?

v  Want everything outdoors? If so, what’s your back up plan? Can you move everyone indoors?  Do you need a tent? If so, what size and shape? Type of flooring? Lighting? Do you need air conditioning or heat lamps?

{Venue Visit}

v  Space & Style:  Take it all in – and try to remember all of the initial feelings you have of the venue {journal your experience after each venue visit to keep track}

*Be sure to ask what you can and what you can’t do with the overall space.  There may be restrictions about entertainment, décor, and dress code.

 *Ask for floor plans and past photographs of weddings at the site.  Even ask if  you can visit the site when the room is set up for a wedding if you want to go that far.

    * How is the view of the surrounding areas?

v  Getting Down to Business 

*How does the place charge?

            Per head?  By the hour?  Flat fee?

*Type of food service - plated service, buffet, family style, culinary food stations, cocktail reception - are these the options you are looking for?  Are they customizable?  {More on menu selection in next blog entry}

*What are the cancellation policies?

*Is there a refund on deposit?

*Does the location provide: catering? Staff?  Alcohol?  Parking?

            *If not, do they have catering recommendations?

      *What is the capacity of people it fits? {Does this compliment your guest list!?}

*Availability:  Go in with at least three different dates in mind.  You may end up falling in love with the venue on the first visit and want to book right then, so make sure you and your fiancé have discussed these potential dates prior

**Note:  Cutting costs would be to opt for a Friday evening or Sunday reception due to Saturdays being the most popular day.   Also, peak  wedding season is May through October, so perhaps doing it in a non-peak time.   

v  Before you leave the venue, make sure to have

*Price List
*Menu (if applicable)
*Copy of floor plan (if possible)
*Photos of space
*Contact Information
*Possible list of references {past clients who had their reception here}

v  Last but not least

            Can you truly envision your wedding at this venue?