WEDDING RECEPTION VENUES -picking one

SO YOU ARE PLANNING YOUR RECEPTION….

Pick your reception venue carefully!!!

Today is the day that you will be searching for that perfect venue for your wedding celebration. Always begin your search with your theme and colors in mind. Are you planning a large reception with elaborate decorations, or a small gathering with warm romantic decorations? Not every venue meets all of the needs and wants of many brides. Even the smallest detail could cause problems at the event if it was not discussed at the signing. The things listed below and further in this writing are things that wedding planners check out for you!!! And are some of the things to be aware of when looking, and before signing are:

1. Will the venue accommodate the number of guests invited?
2. Does the venue have a dance floor, or will one have to be rented, if so is that an additional charge, and how much? You might be able to rent one at a lower fee.
3. Is the décor of the venue tastefully done and will it compliment your theme and colors. Clashing colors and dirty carpets will take away from the event, and guests due notice those things.
4. Is there in house catering
5. Will they allow outside catering
6. Is there a bar at the venue, or is alcohol even allowed
7. Does the venue have tables and chairs available for use at the event – and are they in good condition, are they right for your event, will they need to be covered.
8. What does the venue provide as part of the rental (see list later in this writing).
9. Will you have to provide your own alcohol, or will they have it available to purchase.
10. Do they have adequate electrical outlets in the venue for DJ, or other music providers, lighting, etc?
11. Go over their rules and regulations
12. Do they allow candles, if so how many?
13. Is the venue handicap accessible
14. Are their adequate restrooms, and are they handicap accessible. ARE THEY CLEAN!!
15. Do they have a copy of the room layout available for you to use in planning the layout of the event
16. What time will the venue be available for your vendors to get in for set up?
17. Are there any restrictions regarding the vendors you use? Will they work with your hired planner?
18. Are there any hidden charges? (such as set up fees, cake cutting fees, etc.)
19. Is there a deposit, is it refundable?
20. Is there adequate parking for your guests?
21. Ask to see a copy of their contract, and read it!
22. ONE OF THE things that almost always comes up – is the venue CLEAN

Choosing reception venues should be an important decision in the planning of your event. It is the big party, and should be carefully planned. I know I keep saying a wedding planner can help, but they really can. They can recommend vendors, reception locations, and help you get the best for your budget dollar. Many planners have worked with other brides in reception venues you might be interested in. They know if that would be a good decision for you, and can help make it happen. Planners can also steer you away from reception venues that may not be suited for your event.

It is suggested that you visit several venues and take pictures of each. Look at the tables and chairs that will be used. See a sample of the linens, dishes and silverware they use at events such as yours. Be sure and look up (at the ceiling) and down (at the floor) – are those areas clean? Is the carpet dirty and spotted? Are the windows clean and are the window coverings all there. I recently visited a reception venue with a bride and we noticed that a couple of the drapes for the windows were missing. When we asked the venue coordinator about it, she replied “it has been like that for several years”. That was not a good sign. Your guests will notice things like dirty carpet, missing drapes, missing ceiling tiles, dirty windows (even at night). Not all of those problems can be hidden with beautiful floral arrangements, candle light or other effects.
Some venues include the use of white table linens (tablecloth, skirting where needed, and napkins), mirror tiles and votive candles. Look at each of these items and ask yourself these questions.

1. Are the coverings in good repair?
2. Do the mirror tiles have cracks or chips? Are they clean, or do they have melted wax on them?
3. If the venue provides votives, how many and what do they look, as many do not have holders, just the candles.
4. Are the napkins in good repair? Are they able to get them in colors, what is the cost?
5. Are the tablecloths square or round? So many venues use square ones, which is often hard to decorate with.
6. If they provide any chair coverings, are they clean and in good repair. Are they wrinkled?
7. Are there any hidden costs with using any of the items they offer?

Picking the reception venue that is right for you is very important. You should expect to get what you want for the prices they charge. Work with a wedding planner to see that those wants and desires are met. A planner IS experienced in helping you. Do not depend on the Venue coordinator, as they are only interested in their venue, not your wants and needs for your event.

Do not jump into the first venue you visit, check out several, take pictures of each, make a checklist for each and compare them, then go home and make the decision. You should book your reception venue 8 to 12 months from your wedding.

Happy Venue Hunting!!!!!!!!!!!!

"VENUE" WEDDING COORDINATORS

VENUES AND THEIR WEDDING STAFF

A week does not go by without me receiving a call from a frantic bride. She is looking for a wedding coordinator or planner to help her put things together. She feels she was misled by the “venue” wedding coordinator.

Many venues where the weddings and receptions are held have a “coordinator” on staff. BUT without reading through her contract the bride “assumes” that the venue coordinator will help her in doing “all” the planning for her big event.

WRONG…the norm in the venue coordinator job description is to help plan the usage of the venue and what they (venue) are to provide. The coordinator is there to make sure you follow the signed contract, and to provide only what they have agreed to in the contract.

Some venue coordinators step out of line and try to do more than they are trained for and led the rehearsal, often doing it wrong and causing a huge problem. While they may have helped with several weddings in that venue, they are not often properly trained to lead a rehearsal or get the group down the aisle properly on the day of the event.

Brides should ALWAYS ask up front what specifically the venue coordinator will be doing, ask for references on their ability to do more, and get it in writing. Make sure they are qualified, really qualified. Professional wedding planners/coordinators are trained in every aspect of wedding planning and coordination. They study different religious and cultural aspects that make some weddings unique.

I have been doing this for years and have only come across a handful of venue coordinators that actually have the training to do the rehearsal or ceremony items. Some think they do, but usually do not get it right, and the bride is very disappointed. This is her day and to have it upset by the inexperience of a venue coordinator is sad.

The venue coordinator should ALWAYS make it perfectly clear that they will not be doing any of the planning of the event with the exception of dealing with what the venue does or provides. When a bride sees the words “wedding planner” or “wedding coordinator” as part of the venue details, they feel as if that person will help in every aspect of the planning. This is wrong.
You notice that I have mentioned the same thing twice. There is a reason for that. Brides should not assume that the venue coordinator/planner is going to take the place of a real wedding planner, because doing that is asking for a problem. Ask before, not afterwards.

I will share with you now a horrible thing that happened to a bride when she assumed that the venue coordinator was taking care of things. The bride read in the contract and on their website that the venue had a wedding coordinator who would help “plan” their event “at” this venue. Nothing was in the contract about what it was exactly the venue coordinator/planner was going to provide.

So to make this shorter, but not less painful, the bride went on for a couple of months wondering how her wedding was coming along and how the planner was doing with it. She called the venue coordinator, and found out that nothing had been done, except for what the venue was to take care of…..lots of mis-communication; misunderstanding and hurt feelings followed that call. She now had to really get busy and complete the planning….panic had set in.

The moral of this story is……DO NOT assume that the venue (ceremony or reception) coordinator will take care of everything for you!!! It just doesn’t work that way. Read the contract and ask for explanations.

Venues need to be up front with clients and explain it all to them……do not lead them on to think you will do it all. There are some that will not open up and explain, so clients need to ask around, and be straight forward with their questions.

Remember brides, ask questions, read contracts and make sure you are getting what you think you are, or look elsewhere!!!