You've just gotten engaged, and you're on cloud nine… Congratulations! Now you must take on the task of planning your wedding. This can be a daunting task, no doubt, but it can also be very enjoyable if you are educated on the tips and techniques to find the perfect place. So where do you begin? To start with, you'll want to choose a date for the big day. Be sure to choose one that works with your closest friends and family. It is very important to remember that you may not be able to please everyone with your choice of date. Just do the best that you can. The next step is finding the perfect place for your wedding- both church (should you choose to get married in a church) and the reception venue.
Finding a reception venue is one of the biggest and most important components of your wedding. The majority of your celebration is spent in this place; therefore many of the memories take place here too. You'll want to talk with your fiancé about what is important to you both concerning the venue. Following are a list of questions, as well as some thoughts and tips to assist you as you make this important decision.
Will your reception be outdoors or indoors? Many couples today enjoy the beauty of the outdoors for their reception; however here are a few things to think about. The most important thing to remember is that you will need a backup plan for inclement weather. This should be an indoor space that is guaranteed to be available should you need it on short notice. The back up space should be very close to your preferred outdoor venue or else you will run into many logistical and time consuming problems in trying to move the celebration. Remember, you only have a short amount of time for everything to take place. A tent can always be set up nearby, however, this can add a pretty penny to the cost of your reception, may need to be heated, and it must be set up at least 6 hours prior to your reception. If you do choose to go outdoors, remember to let your guests know that they will be outside, so they may dress accordingly. For instance, they may not choose to wear high heels if they will be walking on grass. You will also want to make sure that the ground you will be celebrating on is durable enough to withstand heavy traffic for the duration of the reception. We have seen many celebrations ruined from a previous day's rain run-off; turning the ground of the tent into a muddy mess. If you tend to worry about situations like this, you may want to have the wedding inside.
Will it be close to the ceremony site, or will the ceremony be there? If you do not have a specific church that you want to get married in, you may want to consider having the ceremony and the reception in one place. This has many advantages. You may be able to save a lot of money by doing this, as some venues offer a discount if both activities are held in the same place. You can also save money in flowers, musicians and rentals- which can add up quickly. The guests will not have to travel from one site to the other, which also gives you more time to celebrate.
Do you want to work with a specific caterer? Many venues today are working with a list of preferred vendors, which means that they will only allow a select group of vendors to work at their facility. Be sure to find out if they do and if so be sure that these vendors work with your budget and preferences before signing the venue contract. The caterer can easily be the most expensive part of your wedding. If you have a specific caterer in mind, you'll want to make sure they are approved to work at your reception venue you are thinking of choosing.
Is the venue easily accessible by all your guests or will you need to provide transportation to get there? Transportation adds an elegant touch to any celebration. If your venue is not easily accessible or does not provide adequate parking, you'll want to consider providing transportation. Remember to think about handicapped guests or those who like to drink a lot where it may be a good idea to provide a ride to and from the pick-up site. Remember that not all the guests will stay for the duration of the wedding, so you'll want to be sure the motor coach/van shuttles back and forth throughout the event.
Does the layout of the space work for you and your reception activities? Many different activities take place during the reception that you may want to think about while booking a venue. Dining and dancing are the main considerations. Make sure that you have plenty of room for all of your guests and activities. Some of the grandest receptions can be ruined by lack of space for guests and caterers to move around at will. Something else to consider is if you would like all of your guests in the same area or spread out in different spaces. Many couples like the unity that a single room offers so that everyone may view the first dance, cake cutting or any other activity that is important to you.
Will the venue meet all the needs of your other wedding vendors? While working with various vendors, you'll want to make sure that the venue you choose for the reception has adequate amenities for them to work. For instance, if your caterer needs a certain size kitchen with specific warming ovens or preparation space, or the Band that you're bringing in requires a certain amount of power or space in order to perform, or the string quartet requires a shady spot to play beneath; you will need to make certain that the venue you choose can accommodate them. Failure to follow these guidelines can result in unnecessary rental fees on your part. Be sure to read through each contract carefully before signing.
Can you bring in your own liquor? Liquor is often offered at reception celebrations. How much liquor is provided is up to you, of course. Be sure to ask if the venue will allow you to bring in your own liquor. By doing this yourself, you can save a considerable amount of money. If not, be sure to ask what the venues policies and charges are regarding liquor and make sure they are acceptable to you.
Does the venue have any restrictions that you should be aware of? Some venues enforce strict rules such as noise levels and/or end times, smoking only in designated areas, additional fees for extra set-up or tear-down time, or décor restrictions (they may require that you use their own linens at an outrageous cost). Be sure to ask about any additional rules such as these so you are not faced with extra charges (and a bad feeling) at the end of your big day.
These are just a few of the questions that you'll need to answer to start the process. Once you've discussed these, begin your process by calling the venues in the area you've chosen to ask general questions and set up viewing appointments. While viewing your potential venue be sure to check out everything from the number of restrooms, indoor/ outdoor lighting, and handicap access (even if you don't have guests who currently need it), the place where you'll be able to dress/change, as well as the items listed above. In addition, be sure to ask if any modifications will be made to the site between now and the date of the wedding. This may include new carpeting/flooring, updated furniture or painting on the inside, or construction outside of the building that may interfere with views or the overall atmosphere of your celebration.
Once you've found the venue that suits you and your fiancé, read the fine print of the contract and sign with confidence! You've just locked down the biggest part of your wedding, and can move on to some of the other tasks. Most importantly, remember to have fun planning. The wedding day will come so quickly, so enjoy the journey you take to get there as well.
-Jay Byerly