Venue, venue, venue – the questions you need to ask before making your final decision
Choosing a suitable venue is probably the most crucial decision you can make when planning your wedding. It’s also a complicated one – there are a lot of different factors to take into consideration. In this post we give you a list of essential questions to ask before finally making up your mind.
Questions to ask of yourselves
Before you even begin to draw up a shortlist of possible wedding venues there are some things you have to agree between yourselves. There are some obvious ones like “what’s our budget?”, “what date do we have I mind?” and “how many guests are we planning to invite?” Until you have these crucial things pinned down there’s no point in trying to find places that tick these particular boxes!
Another very important consideration is your wedding theme. No point in looking at smart city hotels if your theme is to be rustic and boho. And if you have a very modern and contemporary wedding in mind then a medieval castle or Elizabethan manor house is probably out of the question.
For starters
Armed with the answers to the question listed above you have the basic parameters mapped out – you are looking for a venue that costs less than £xxxx, that’s available on the date you have in mind, that can accommodate you’re the number of guests you have planned and which complements your chosen theme. This should help you draw up a shortlist. But this is just the beginning – there are many other issues you need to consider.
Where do you plan to hold the ceremony?
This is another question only you can answer – but it has implications for where you hold the celebrations. If you are planning a church wedding then a venue nearby is probably essential. However, if you want to have your ceremony and reception all under one roof then you’ll need a venue with a wedding licence.
How much privacy do you require?
If your choice of wedding venue is a hotel will you enjoy exclusive use or will there be other guests staying? If the answer is “yes” then you must clarify what areas, indoors and out, are included in the arrangement. What’s more, if you are sharing the venue with others make sure you know what restrictions apply – do you have finish by a certain time and are there issues with when suppliers can come and go?
Even if you book a dedicated wedding venue it’s possible they may be holding two or more events on the same day. Check if this is the case and ask the same questions just raised above. Ideally you’ll want totally exclusive use of the entire venue for all the time you and your guests are there – but expect to pay more for the privilege.
Photo by Kelly Jean on Unsplash
Food for thought
Food plays a big part in any wedding celebration so this needs particular attention. Does the venue have its own in-house catering team? If the answer is “yes” are you happy with the quality and type of cuisine they provide? Can we have a tasting and is the charge for this included in the overall venue price? How flexible are they with special dietary requirements? As well as the main wedding breakfast can they provide canapés with a drinks reception and a buffet or BBQ in the evening? If you decide you’d rather bring in your own caterers is this allowed?
Think about the drink
Does the venue cost include some drinks (bubbly for the drinks reception, wine with the meal, champagne for toasts) and exactly how many bottles? What choice of wines, wines, spirits and cocktails can they offer? Can you provide all the drinks yourselves and what is the corkage fee? Can the venue run a paid-for bar and is there a minimum spend to avoid additional charges? If you want to put some money behind the bar can they run a tab for you? Is unlimited tea and coffee throughout the day and evening included?
Recommended suppliers
Most venues will supply you with a list of “recommended suppliers” they regularly work with and trust. This can be a very helpful starting point when you begin your search. However, some venues insist you can only choose from amongst their preferred partners. Be sure to ask whether this is the case otherwise you could be in for an unwelcome surprise!
Ask about accommodation
It’s very unlikely that all your guests will be local so you need to ask about what rooms are available on-site or nearby. Some venues, such as hotels, will offer a discounted room rate or include bedrooms in the wedding package. What other accommodation is available in the vicinity and are there sufficient local taxi firms to meet your requirements? Be sure to agree check-in and check-out times as your guests are sure to ask you! If a bridal suite is included in the package is it sufficiently luxurious and comfortable for your wedding night?
How photogenic is it?
Your wedding day is about making memories and the photography is a big part of that. Does the venue have some suitably romantic and dramatic settings that will make for fantastic shots – a splendid staircase, a gazebo by a lake, an impressive gothic archway?
Setting the scene – what’s the deal?
How long do you need to set things up for your big day – is early in the morning the best they can do or can you start the day before? How early can suppliers get the access they need? How long do you have after the event to clear everything away? Equally important, how much help will the venue team provide? With some venues you can drop off your decorations and they’ll set everything up for you.
Photo by Marius Muresan on Unsplash
Who is providing the furniture, tablecloths, napkins, glasses, cutlery, crockery and so on – the venue, your caterers or you? Don’t forget the cake stand and knife! Most wedding venues will provide this, but is it included in the package and does it work you’re your style of cake? Some cake makers include cake stand hire in the cost of your wedding cake but others will make a charge for the hire.
Also be aware that some venues have limitations on the use of candles and confetti. Others, like art galleries or museums, may have restrictions on flash photography. Be sure to ask before you finalise the booking.
Restrictions on entertainment
You’ll almost certainly want a DJ or band but can the venue accommodate their requirements? Is the stage large enough, are there sufficient electric sockets for all their sound and lighting equipment, do they have enough time to set up and is there sufficient room for the dancers? Is the venue licenced for fireworks? Is the garden big enough for a bouncy castle? Is there a separate area where kids can watch a movie?
Photo by Carlo Buttinoni on Unsplash
Indoors or outdoors
If you’re planning a summer wedding what can the venue offer in the way of outdoor settings? Can we hold the ceremony itself in the sun? What about a drinks reception on a lawn, terrace or deck? Is a marquee an option? Are the gardens sufficiently large for fun and games? Can we have an evening barbecue and drinks under the stars? If the weather turns nasty how easy is it to continue indoors?
Parking and transport
Most venues have sufficient free parking but this will be an issue if you decide on a city centre venue. Also remember that some guests may not drive, or will choose to travel by air or rail – how convenient, and affordable, is the taxi fare going to be? Also, if you choose a venue in the back of beyond that can only be reached down miles of narrow twisting lanes some guests may not arrive in the best frame of mind!
Is that everything?
We think we’ve covered the most important questions but you can probably think of a few more yourselves (are pets allowed, what’s the cancellation policy, how many toilets are there…?!). Whatever you want to know the team at Clevedon Hall can almost certainly oblige – we’ve been doing this long enough!