Selecting the right venue is one of the most crucial steps in wedding planning. Many couples book a venue before hiring a planner, but it's important to know what to look for and what questions to ask. Our recommendation is to always hire a planner first, but if you’re going solo, here are some essential tips.
Understanding Your Budget
When visiting a venue, it's essential to have a clear budget in mind. A common mistake is not considering how much the venue will cut into your overall budget. Shop within a budget that still leaves you funds for a beautiful event, and make sure you're booking a venue that fits comfortably within your budget. Remember, the venue is just one part of your wedding expenses.
The Importance of a Checklist
Going to a venue with a planner or a checklist is vital. On a venue tour, a lot of promises might be made to get you to book. While these might sound like good savings initially, they could end up costing more in the long run. Venues want to book the space, and you want the best deal for your money. This is the time to negotiate everything you may need for your event to make it worth the cost.
Estimating Your Guest Count
Never book for the number of guests you want to invite. If you walk into a venue and say you're thinking of inviting 150 guests but later reduce the count to 135, you're likely already locked into a contract for 150 guests. It's easier to add more guests to a venue than to remove them. Venues hate to decrease numbers once a contract is signed, so go with a number below the amount of guests you’d like to invite.
Set-Up and Vendor Coordination
Consider the amount of set-up time as well as loading and unloading. Most venues provide a few hours to set up, but vendors may need more time. It takes almost an hour just to unload before setting up. After signing the venue contract, you may realize that the provided set-up time isn't sufficient. This could lead to extra costs for additional hours. Know the details: how many hours are allowed for set-up, when vendors can arrive, when you can arrive, and when doors open. Negotiate additional set-up hours if necessary.
Bar Services and Signature Drinks
If booking with a bar and opting for a premium package, try to negotiate a signature drink. Signature drinks often require more alcohol, resulting in additional costs. Don't assume they can be added later without extra charges. Ask about this on booking day to avoid surprises.
Venue Restrictions and Policies
Ensure it's clear what is allowed and what isn't in the space. Some venues have strict policies about decorations, fire hazards, and other restrictions. For instance, a planned elaborate send-off with sparklers might be prohibited. Ask about everything: can you hang items on walls, do vendors need insurance, when must music stop, is cleaning included, do you need to reset tables and chairs? Be prepared with your questions to avoid any misunderstandings.
Getting Promises in Writing
Throughout your venue walk, many promises might be made. Remember, verbal promises aren't legally binding. If something sounds too good to be true, get it on paper. A venue owner or manager might say they’ll honor it in the contract. Write down the promise, have the venue person sign or initial it, and keep this as proof.
Reading and Understanding the Contract
Never sign the contract until you've read everything thoroughly. Triple-check the contract to ensure all discussed items and promised details are included. This can prevent regrets later on.
Conclusion
Choosing the perfect wedding venue involves careful planning and consideration. While hiring a planner simplifies the process, these tips will help if you're going solo. Remember to budget wisely, ask the right questions, and get everything in writing. Your wedding day should be stress-free and beautiful, and the right venue is a huge part of making that happen.
For personalized assistance in finding the perfect venue, contact Larosa Events. Stay tuned to our blog for more expert tips on wedding planning!
FAQs
Why is it important to have a planner when choosing a wedding venue? A planner can help navigate the complexities of booking a venue, negotiate better deals, and ensure all details are covered.
What should I ask during a venue tour? Ask about set-up and breakdown times, vendor policies, allowed decorations, insurance requirements, and any extra fees.
How can I avoid extra costs when booking a venue? Ensure all promises are in writing, understand the full contract, and negotiate additional set-up time if needed.
Why should I book for fewer guests than I plan to invite? It’s easier to add more guests later than to reduce the number once a contract is signed, as venues dislike reducing guest counts.
What if a venue promises something verbally but doesn't include it in the contract? Get verbal promises in writing with a signature or initial from the venue representative to ensure they are honored.
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