(Closed) Questions for any bees who have already toured and booked a venue

posted 7 years ago in Reception
Post # 3
Member
2401 posts
Buzzing bee
  • Wedding: September 2013

We made out of a list of priorities on what it had to have and then checked them off as we visited the site. If we didn’t see it, we asked about it. For example, I wanted a place that would be cool in September, when I didn’t see air condition vents, I asked about them. And then we asked all the venues questions like:

Do you have an elevator (for handicap guests)
What does your kitchen look like and what will our vendors need to bring in
Do you have a list of vendors we must use or can we pick our own
What are the insurance policies
Can we look over a sample contract (or a list of rules)
What time must we leave
Who does the cleanup
Do we need to hire security
What is the parking like/what is the parking fee
What are the refund/cancelation rules
Can we have candles

Post # 4
Member
637 posts
Busy bee
  • Wedding: July 2014

have a rough guest #s in mind.  lets say 100-120. under current headcount, what are your room options?  What’s the max number for the room you are looking at?

if you have more guests (exceed current room max.) what are your next option?

Is there any room rental fee? if you meet the F & B min., can the rental fee be waived?

Ceremony fee? what kind of things will they provide for ceremony?  arch? decor? chairs? mic? speaker? etc…

reception: what kind of things they will cover? tables/chairs/linens/silverwares… candles? table mirror…free decor? projector? mic/speaker?  dance floor?  if you guys won’t hire DJ, see if it’s possible to play music through ipod or sth. 

Also ask if they have a bridal room for you to get changed.  Would be nice to have one with mirror inside ๐Ÿ™‚

if you rent the venue, how long can you guys keep it?  for the whole day / half a day?  what time needs to be done?If you guys need anything back after the event, how soon do you have to come pick them up. 

how soon can you guys bring stuff over prior to event (might affect your plan if you plan on bringing flowers/alcohol/decor prior to wedding day)

is the venue going to provide catering as well? if so, ask them what’s the min. food & beverage fee is. 

Do they do cake? any cake fee? if bringing outside cake, what are the charges?

bar fees (open bar, cash bar, hosted/non-hosted)

do they allow outside food?  like DIY candy bar and stuff. 

do you need to work with their vendors or they are welcome you bring in outside vendors.

if you guys need linen rental, chair covers…etc…are they providing that or can they rent it to you? 

Oh, if the ceremony is outdoor, ask them what happens if it rains, what is the backup plan? 

for the space, if they are flipping the room for reception, see what the accommodations are for cocktail hour if you have any. 

At last, ask them what their policy is.  How much money need to put down for deposit. 

Oh one more thing.  Make sure you bring your camera with you.  I don’t think they mind if you take pictures.  It’s usually easier to review with pictures than you work from your memory.  ๐Ÿ™‚

I agree with PP, have a copy of the policy so you know all the rules.  And so far I have been going back and forth with my venue coordinator over 70 emails now.  ๐Ÿ™‚

Usually they have a lot of photo albums to show you too.  make sure to ask and see how other weddings look like and you can ask questions from there as well. 

 

Post # 5
Member
602 posts
Busy bee
  • Wedding: June 2013

oh i can definitely help out!!! i have this cute little planner that has every question under the sun u should ask!! Its called “The bride’s book of lists; Things to do and questions to ask”

 

just some of whats in the reception section.

Post # 6
Member
1733 posts
Bumble bee
  • Wedding: June 2012

I made a “worksheet” for each place we went. It was good that I did, because I was sooo scatterbrained that day. My Fiance was awesome at getting every question asked though! Hope this helps. ๐Ÿ™‚

 

Venue name:

Appointment date and time:

Contact person/contact information:

  • Earliest starting and latest ending times?
  • Standard length of event time and cost? Additional hours and cost?
  • Payment schedule: How much, when, and in what form?
  • When would we be able to come in and set-up/decorate? When does everything have to be torn down?
  • Who is responsible for what aspects of set-up? Staff on-site to assist? For how much?
  • Who are your required vendors? How strict are the requirements – i.e., could we provide our own napkins?
  • Are there restrictions on any materials that can be brought in? (i.e., décor limitations)
  • What elements are included? (i.e., tables, chairs, linens, flatware, china, glassware, centerpieces)
  • What is the maximum capacity of the venue? Is there any minimum number required?
  • What are the options for sound and visual set-up? (DJ, slide show)
  • How soon do the rooms need to be blocked? (for hotel venues)
  • What’s the parking situation: availability, fees, security?
  • Taxes and gratuities figured into prices?
  • By when do you require a final count?
  • Are there any restrictions or requirements on the décor?
  • Are there any required purchases or minimum amount of purchases?
  • Is there a secure place for bridal party stuff?
  • Will there be any other events held on-site that day?
  • Are there any restrictions on the catering options within their required vendors? (i.e., must be buffet or sit-down)
  • Who would our contact person be – one person assigned to us, or multiple event staff?
  • Is there an on-call person available for the night of the event?
  • Are there sample photos of set-up options – including the basic, no-frills one?

Post # 7
Member
451 posts
Helper bee
  • Wedding: November 2012

I also made a worksheet and printed out a few to take with us to tours. We broke it down into things like:

Money (deposits, payment schedule, prices, what’s included, )

Reception (who is responsible for set up, break down, clean up? how much time is alloted and are set up and break down included in that)

Guests (minimum number, children? ease of parking, bathrooms)

If you want, you can PM me and I can scan a blank one and send it to you.

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