ADVICE ON: THE VENUE
This has to be one of your first priorities as Venues for Wedding can be booked up to two years in advance, especially on Saturdays in summertime! If you have your heart set on a specific venue, check the availability of the Venue first, before you set the Wedding date.
If you have not decided on a particular Venue, then contact those ones in which you might have an interest and ask them to send you their Wedding Brochure. This should contain all the information from the Venue on services available, packages and prices. Do some research into alternate Venues and locations - you might find somewhere you never even thought of, or suddenly see an old Venue in a new light, like Church or Village Halls! Use the Venues pages to get started!
Before you can book the Venue for the reception, you will have to decide from the information you have from the Venues, and from your preferences as a couple, what kind of celebration you want, in what kind of surroundings, how much you can afford to spend and roughly how many guests you will be inviting!
Narrow your selection to a few possibles and arrange to visit the Venue to see what is on offer and meet with the Wedding or Functions' Manager. If possible, try to arrange to visit on the morning of a Wedding when the room will be set up as it would be for your special day.
Before you visit the Venue, decide what it is you as a couple require for your special Wedding reception and prepare some questions to ask - don't just be wowed by the Venue!!
-
Is your date available? If not, are you willing to choose an alternative date?
-
Ask if there are any other events or Weddings booked for that day. Large hotels can have several Weddings going on at the same time: make sure that a named hotel manager will be dedicated to overseeing your arrangements on the day.
-
Can the Venue accommodate the number of guests you are planning to invite? If you're planning a large Wedding, inquire as to the largest reception the Venue has handled.
-
What exactly does the package price include (e.g. meal, buffet, drinks, flowers and other decorations, changing facilities, honeymoon suite). Does the price include VAT and service charge? How much is the deposit and when is the balance due? A deposit is generally required to secure the date. Make sure you get written confirmation on this.
-
Will there be champagne, tea, coffee, drink of choice, canapes on arrival for guests?
-
When does the Wedding menu have to be chosen and how flexible is the hotel over the menu? How early do you have to inform the hotel of special dietary requirements e.g. vegetarian, halal choices? Is it possible to sample the chef's food? If the ceremony runs late and the meal is served later than agreed, is there an additional charge?
-
Are there choices of dishes and prices for a buffet for evening guests?
-
If you choose a location which requires an outside caterer, ask if you are required to choose from the Venue's approved list or can you choose any caterer? Outside caterers may also be able to hire tables, chairs, glasses, linen, wine & champagne if your Venue does not have any of these.
-
What prices are the house wines? Is it possible to supply your own wine, and if so, what is the corkage fee?
-
Where is the bar for the function: inside or outside of the function room? This can affect the reception atmosphere if half of your guests stand at a bar outside of the function room! Check to what time the drink licence extends. It is also an idea to check the prices and availability of popular drinks: bear in mind you don't want all your guests complaining about the prices of drinks!
-
Is a cake stand available to use?
-
By what time must your guests vacate the Venue and is there is an additional charge for going over the allotted time?
-
Does the room have air conditioning?
-
Does the Venue provide a Master of Ceremonies or Toastmaster ? Is it possible for you to provide your own if you prefer?
-
Will the Venue provide flowers for the top table and other tables and/or room decorations and can you have a say in this? Or if you arrange your own room decor, will the Venue staff work with you to set up the room?
-
Where in the room can live music or a disco be set up? Make sure the dance floor is big enough to accommodate your guests.
-
Is there a dedicated area, inside or out, for taking photographs?
-
Is there a room available for the Bridal party to use during the reception to change clothes or just freshen up?
-
Are there good and overnight, secure parking facilities?
-
Is there wheelchair access?
-
Enquire about arrangements and discounts for guests who may be staying in the Venue. Is there a residents' bar for guests to use once the reception is finished?
-
Does the Venue provide a babysitting service for guests with children?
Once you have booked the reception at your Venue of choice, the Wedding or Functions' Manager should start to put into place all that you have decided on for your Wedding Day for the Venue - it is imperative though to get it all confirmed in writing, even if that means you writing down what has been agreed and asking the Functions' Manager to sign it.
