Wedding Planning Advice – Finding Your Venue (Part 2) | Helen Carter Weddings

Last month we looked at how to start researching prospective wedding venues, and the main things to look for on an initial viewing (see the full post here ). Today we’re going to look in more detail at the questions you may want to ask of a prospective venue, as well as how to understand venue charges and avoid any unexpected extra fees.

Brocket Hall

Questions to Ask on a Venue Inspection

As you’re walking around the venue you’ll probably get a good feeling as to whether it feels right for your wedding, but there’s also important information you need to know before you set your heart on making a booking. The venue website and/or wedding brochure will probably provide you with some key details, such as venue capacity and approximate hire fee, but you need to be 100% certain that the venue meets your needs. The following list provides some key questions you may like to ask the events manager/onsite co-ordinator during the initial viewing:

1 . What are the maximum capacities for the wedding ceremony, wedding breakfast and evening reception? You may already have these numbers from a brochure or website, but always confirm that they are correct

2 . Will there be other weddings taking place on the same day? Some larger venues, particularly hotels, have numerous suites available meaning they can accommodate 2 or even 3 weddings on a single day. If you want guaranteed exclusivity find out whether this is possible and how much it will cost

3 . What time does the evening reception have to end?

4 . Are there any restrictions on decorations? For example, some venues won’t allow candles due to fire regulations

5 . Are there any restrictions on entertainment? You need to be aware of any limitations that may impact on what you want for your wedding – for example they may not allow fireworks or chocolate fountains

6 . Will the venue set up and decorate your room(s) according to your specifications on the day of the wedding? Not all venues have a co-ordinator to take on this responsibility, so you may need to make arrangements with family/friends or consider a Venue Decoration service

7 . If the venue provides onsite catering, ask to see sample menus to give you an idea of the type of food available. Can the chef create a bespoke menu just for your wedding? Can you arrange a tasting session?

8 . If you want to provide your own alcohol, find out whether this is possible and whether there will be any additional charge. Some venues won’t allow you to supply alcohol, whilst others will apply a corkage fee

This may seem like a lot of questions, but obtaining this type of information before making a booking will ensure you don’t face any disappointments or unpleasant surprises later down the line. Remember that most deposits are non-refundable, so if you change your mind after booking it could be a costly mistake. Take a checklist along with you to the meeting to jog your memory of what to ask, and a pen and paper so you can make notes of important information.

Down Hall

Understanding Venue Charges

All venues have different pricing structures, and it can be confusing when you’re trying to work out exactly how much things will cost. Your venue will take up a significant portion of your budget, so it’s important to be aware of all potential charges in order to avoid unforeseen expenses and end up over budget. You may have a rough idea of hire charges and menu prices, but the site viewing is an opportunity to confirm these estimates and obtain a more accurate quotation.

1 . Confirm how much it will cost to hire the venue/function suite – make sure this is the correct fee for your wedding date, as many venues alter their charges according to the season or day of the week

2 . Are minimum guest numbers required? Will there be an additional charge if your numbers fall below this threshold?

3 . If the venue is to provide the catering, look at the menus available and work out an estimate according to the price per person. Make sure you know what that price includes (for example, canapés, number of menu courses, number of reception drinks, amount of wine with the meal, drinks for the toasts, etc)

4 . Is a tasting session included in the fee or will it incur an additional charge?

5 . If you are considering a ‘wedding package’, make sure you know exactly what is included and how much any ‘extras’ will cost. For example, does the fee include wine with the wedding meal? If the package includes sparkling wine for the toast, how much will it cost to upgrade to champagne?

6 . Does the fee include any decorative items or other services? For example, some wedding packages include a cake stand and knife, top table flower arrangements and even a DJ for the evening

7 . Is the quoted price inclusive of VAT? This is very important, as adding VAT could increase the estimate by several hundred pounds

8 . Is the fee fixed for your wedding date, or will it rise in future? You could be booking your venue up to 2 years in advance, so it’s important for you to budget for any potential price increases

The most important thing when looking at the price of a venue is to make sure you know exactly what you are getting for your money, and how much any ‘extras’ are going to cost. You should also find out the deposit you will need to pay, as well as additional payment dates to help with your budgeting. Once you have found your venue, make sure you obtain a written contract and quotation, and read the terms and conditions thoroughly before signing any paperwork or paying a deposit.

If you are struggling to find the perfect wedding venue or simply don’t enough time available, you might like to check out our Wedding Venue Sourcing service. We do all of the time-consuming research for you, meaning you can make a stress-free decision with the knowledge that our recommended venues meet your specifications.

Next Month : Choosing Your Wedding Suppliers

Photo Credits:
Top: Brocket Hall
Bottom: Down Hall