Finding the perfect venue can be one of the more challenging steps in the planning process. On average, a bride will spend anywhere from 10-20 hours working to secure the perfect venue. Maximize your time and that of the venues by keeping in mind a few key points as you short list options to visit.
You want to ensure you are choosing the right venue for your situation, expectations, and budget. You should have a reasonably good idea of what you need in a venue before starting on your search -- i.e. garden ceremony, tent reception, bringing in your own caterer, live music, guest capacity, etc. Sometimes a bride will have “too many” requirements making it impossible to short list a venue that can meet all her needs. In this case you will need to prioritize your wants and needs and go from there. Below is a list of various points of interest to review when considering venue options and attending site visits. Good luck with the search for the perfect venue!
Venue Check List...
- Will there be other events occurring simultaneously? Before/After?
- Are Outside Vendors Permitted; Caterers, Decorators, Rentals, DJ, etc.
- Are their restrictions surrounding Live Music/Entertainment?
- Is there a Ceremony Area?
- What is the Ceremony Capacity?
- What types of chairs are provided for the ceremony and/or reception?
- Is there Bride’s Waiting/Prep Room - - If so, what is the access time?
- Does the venue offer a contingency plan in case of rain if held outside?
- What are the Room Capacities?
- What are the Minimum Spending Requirements if any?
- Are there any additional Rental Fees or other charges that might be incurred?
- Does the venue provide the essentials like tables, chairs, linen, dishes, etc. or must these be arranged through an outside source?
- Is there Parking available? Proximity? Cost? How late? Overnight? Valet?
- Are there additional rooms available for various activities? i.e. Kids Room
- Load-ins/Load-outs; Where? What times? Additional charges for special labour?
- Who provides the Food and Drinks? Is off-site catering permitted? Can special food requests be accommodated? – i.e. kids meals, vegetarians, allergies…
- Staffing Ratios; 1:20 for Plated, 1:25 for Buffet, & 1:30 for Cocktail Menus
- What are the Official Start & End Times?
- When do Vendors have access to the venue?
- Does the venue impose a Dress Code? Does it apply to Vendors during set up?
- Is the Washroom to Guest Ratio adequate? Suggested; Ladies: 1:30, Men: 1:50
- Is there ample Power available on site? i.e. lighting, band, caterers, etc.
- Is there Security provided? Needed?
- Does the venue offer Audio Visual assistance? Cost?
- Is there Wheelchair Access? Handicap Washrooms?
- Who is responsible for the Garbage and removal of?
- Can the Rehearsal be held on site? Cost? Restrictions?
- Any other noise bylaws, fees, restrictions, requirements of the venue?
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