Post # 1
My FI and I have our first meeting with a venue person today. I’m completely new to this whole process and am not sure if I have thought of all the questions I need to ask the site coordinator. . . I need help with that (see the list below)!
We’re looking at the grounds of a summer camp a few miles from our house that has a lovely rustic dining hall and beautiful fields and wild apple trees (we’re getting married in May 2015; getting married around apple trees in bloom is a dream of mine). The owners of the venue don’t often book weddings, but I know them personally and have led nature walks for them during community events (unpaid). So they kind of maybe owe me a favor. 😉
Anyway, we’re meeting the site coordinator in a couple hours, to see the place, for him to see if our expectations match what they can provide, and for us to find out a bunch of stuff about the place. I need help figuring out what to ask him though, which is where you all could really help me out!
So far, I know I want to ask him:
What dates are available in May 2015?
How much does it cost?
Are different days (Fri, Sat, Sun) different prices?
Kitchen situation? (the dining hall has a commercial kitchen, but I don’t know if we’d be able to use it. . . we’re DIYing food)
Bathroom situation? (Important since our other option is getting married in our field, which will mean renting bathroom things and a tent)
Lodging situation for guests– cabins there?
Capacity of dining hall?
How far out do we need to reserve it if we like it?
That’s all I’ve got so far. Please add suggestions!! Thanks!
Post # 3
I would add to ask:
-Are there any restrictions in terms of where we can/can’t go or be?
-How many days/hours do we get for set up and tear down?
-Do you have a liquor license? (If you’re serving alcohol, that is)
-Who would be the main point of contact?
-How do the payments work? What are the timelines?
That’s all I got. Good luck!
Post # 4
Martha Stewart puts out some great planning tools including this venue checklist – http://images.marthastewart.com/images/content/web/pdfs/2012/mwd-112-venue-documents.pdf
I found it helpful for knowing what questions to ask!
Post # 5
- Wedding: January 2013 - Harbourfront Grand Hall
@Creiddylad: Hmm being that you’re renting from a place that normally doesn’t do weddings you’re in a bit of a different situation. So you probably want to spend most of your time figuring out what they can and can’t do for you.
Also, if you plan to serve alcohol you’ll have to see what you can/can’t do considering they’re not really a wedding venue.
Post # 6
@javababy87: Thanks so much, that was very helpful!
@Caddyshack: Thank you, I’m having a look at it right now!
Post # 7
@Creiddylad: You need to ask:
What times do we have it for
If we use this venue, does it include all rooms, etc.
How many bathrooms, are they accessible
Do you charge me per glass, per chair, per table cloth, per wait staff? (My venue includes a 5 waiter staff, all the glassware, plates, chairs, for free!) (A good venue won’t charge you those things)
Does your venue, make you use your catering, for food and alcohol or can I bring in my own. ( Ask them if you can do a consumption bar, it’s cheaper)
Do you allow sparklers outside, are their any rules I need to know about.
Are their going to be any other events going on at the same time as mine?
Post # 8
- Wedding: August 2013 - Rocky Mountains USA
In addition to what PPs have said:
See if their staff would be involved in any setup / cleanup… helping set up chairs and tables and tents, dealing with trash, etc.
Make sure there are enough facilities for trash, power, etc.
Any sound cut-off time?
Is there good access for trucks hauling in tents / bathrooms / etc?
Any sort of insurance required?
Do you need certified bartenders to serve alcohol? (Our venue was fine with us just putting out a bunch of kegs and bottles of wine, but it seems like most places require servers for liability.)
Post # 9
@lolot: Thank you both! Very helpful. This is kind of weird– the process is in motion now!
Post # 10
@Creiddylad: What materials are included in the price – tables, chairs, tablecloths, silverware, napkins? Do they have preffered vendors (even if they dont do weddings they may have local suggestions), what are the noise limits/time limits, when can you get access for set up, when does clean up have to be done by