Whether you are planning a wedding at a hotel, country club, winery or private estate you will need to ask a lot of questions to help you make the right decision! Here are 30 questions to ask when looking for the perfect wedding venue!
1. Are you available on my date? Or, what dates do you have available?
2. What is the venue rental fee?
3. How many hours is included in the rental fee? / What is included in the rental fee?
4. How many people can this venue accommodate?
5. Do you have parking available for guests/how many parking spaces are available for guests?
6. Can I have both the ceremony and reception here?
7. Do you have alternative sites available in case of bad weather?
8. What is the cancellation policy?
9. Do you have a preferred vendor list?/ Can I hire my own vendors?
10. Do you have any restrictions on decorations? Do you allow confetti, candles (open flames), rose petals and/or sparklers?
11. Do you have a license to serve alcohol? / Can I bring my own alcohol?
12. What is the cancellation policy?
13. Do you require a Day of Coordinator?
14. Is amplified music allowed?/ Or, how late can we have music playing?
15. How much is the deposit and when it it due?
16. How many restrooms are on-site?
17. Do you have an in-house caterer?
18. Who will be the main point of contact for the wedding day?
19. Are there any hidden fees such as service charges, corkage fees, gratuities, cleaning fees or overtime?
20. Who will be in charge of set up and break down at the event?
21. Is the venue handicap accessible?
22. Do vendors need to be cleared with you that are not on the preferred vendor list?
23. Will there be other events/weddings scheduled on our wedding day?
24. Do you have a room for the bride to get ready in?
25. Do you offer lower rates for different days and times? (Friday, Sunday, morning, afternoon, evening)
26. Do you provide tables, chairs, linens, plates, glasses and silverware or do those need to be rented?
27. What is the food and beverage cost per person?
28. Do you have overnight accommodations? /Do you have room blocks/discounts?
29. Does the venue carry liability insurance?
30. How early/what time can we begin setting up?
1. Take photos of the venues you visit to look back on. If you visit multiple locations, take a photo of the location name/sign when you arrive so you can keep track of them all. The photos will help you remember which places you visited, what you liked and didn't like, how big the rooms were and the venue style (historic, modern, casual, classic, religious, etc).
2. If you really like the venue, ask for a proposal to review the cost and rental terms.
3. When you are at the venues, try to see as much as possible. Don't get caught up only looking at the ceremony or reception site. Be sure to also look at the grounds outside, the parking lot, the restrooms, dressing rooms and anything else that may be important to your final decision.
4. Take lots of notes. Write down answers to the questions you ask and anything you notice as you are walking around that you will want to remember later.
Photos courtesy of Dollar Photo Club
Contact us if you are looking for a Day of Coordinator for your wedding or click the button below to view all our packages and pricing!
If you are recently engaged and starting to plan your wedding, you may have heard the term "Wedding Planner" which most people are familiar with. What you may not have heard of until recently is "Venue Coordinator." Usually this term comes about while you are starting to look at venues for your wedding. Many venues have Venue Coordinators that can help with some aspects of your wedding, however, their role is different than a traditional Wedding Planner. To help with any confusion, here is an explanation of each to help clarify in more detail how they differ and to help you decide what is best for you!
Many people think a Wedding Planner and Venue Coordinator are the same. This is not the case. Their differences are in their job descriptions and in their involvement in your wedding day.
A Venue Coordinator acts on behalf of the venue. They generally are the person you would speak to initially when discussing having your wedding at a particular venue. They have specific responsibilities such as giving you a tour of the property, discussing set up options, providing pricing and checking date availability. They are there to address your questions and concerns pertaining to the venue.
After a contract is signed, the Venue Coordinator works with you to discuss the overall layout for your ceremony and reception, organizes a menu tasting if they are providing the food for your wedding, and acts as a liaison between you and the on-site staff. They will let you know the rules of the venue and what is or is not allowed, recommend a list of preferred vendors that have been pre-approved and keep track of your payments for reserving the space.
At the wedding, Venue Coordinators are responsible for making sure everything is set up correctly, that you have enough tables and chairs, ensure there are enough staff scheduled to assist with set up as well as overseeing the meal service. The Venue Coordinator may or may not stay for your entire event. Often during the reception the Banquet Manager is left in charge to handle the remainder of the event and oversee the venue staff once the Venue Coordinator leaves. Their time with you can be limited due to their set working hours as an employee of the venue.
A Wedding Planner is hired by the couple to assist in planning the details of the wedding from start to finish. They can vary in their level of experience and service, however their main focus is making sure the wedding day runs smoothly and is what you expected or better! They have your best interest in mind and will be there to guide you in the planning process as much as you need. Many can help from the very start by helping research and select a venue, choosing a color scheme, referring vendors and managing all the logistics of the day. They will know every aspect of your wedding so that they are well prepared to handle any situation that may arise and in many cases, work along side the Venue Coordinator which can be a very valuable partnership.
The Wedding Planner will be very focused on the details that you put into the wedding day. They will set out personal items such as your place cards, favors, photographs, guest book, toasting glasses, programs and any other decor for the ceremony and reception. In addition, they will ensure you receive these items back and that everything is accounted for at the end of the night. Their day will likely begin in the morning and end after the guests are gone and the rest of the vendors have all left.
During the wedding the Wedding Planner will make sure that the timeline is being followed closely so that everything happens where and when it is supposed to. They will assist with managing the vendors as they arrive at the venue making sure they are on time and ready to go when they should be and will also be the main point of contact to direct your guests and respond to any questions or concerns. They can help resolve any issues that may arise and check in with the couple to make sure they are taken care of before, during and after the wedding has ended.
Having a Wedding Planner can save you a lot of valuable time. If you are having a destination wedding in an unfamiliar place, need help researching or narrowing down venue options, or are just not sure where to look for reputable wedding vendors, investing in a Wedding Planner may be the solution for you. You and your Wedding Planner will work together and have a very close relationship throughout the planning process leading up to the wedding. They will be there to run ideas by, ask questions and put your mind at ease helping you make decisions that are focused on your vision and keeping in line with your personal style, budget and the overall experience you want to create.
Both the Venue Coordinator and Wedding Planner play valuable roles in making sure you have the best experience you can. A good Venue Coordinator and Wedding Planner will go above and beyond to see that you and your guests are treated well, have a great time and enjoy every minute of your wedding day!
Photos courtesy of Dollar Photo Club
Gatherings for Good offers a variety of Wedding Planning services. To view our packages and prices, click below or contact us!
Image: Kacie Jean Phototography
Brenda Cali is a professionally trained Wedding Consultant and plans a variety of social and corporate events.