Booking your perfect wedding location can definitely be a tough task, especially if you are trying to stay within a specified budget. There are several questions you need to ask yourself and plenty of factors to consider before you come to your ultimate decision. So here are some helpful tips for booking your ideal location with the person in charge of that particular venue. Don’t go into that meeting unprepared otherwise you could be costing yourself more money than you had anticipated.
First of all, is a deposit required? Can you give them a credit card number instead of a check? Most venues will require a check ahead of time to ensure that you are locked in for that date and serious about your wedding (hopefully that isn’t an issue!). For both the wedding and the reception you will most likely be required to give this deposit 8-4 months ahead of time or you could lose your requested date.
Are rentals provided for the wedding and reception? For most receptions, rentals are a must. Chairs, tables, china, flatware, glasses, props, etc. are all rentals that must be accounted for when budgeting your wedding. Some venues will include the rentals into the cost and it’s never a bad idea to ask if they can give you a break on the cost!
Can my catering company work here? Some venues will only allow you to book at their location if you agree to use their own catering services. This can be great if they reduce the price, but be cautious of the facility’s catering services. Many golf courses require to use their own chef services, but the food may not be too fantastic. So make sure you check to see if you can have your own catering company at the particular venue.
This brings us the next point of bartenders and alcohol. Can you bring your own alcohol (which, by the way, is a fabulous way to save some extra money)? Some venues are very fickle about letting you bring your own liquor and some even require that you must use their bartenders to serve the alcohol. Make sure both you and your caterer know about this beforehand. A good caterer will always let you buy the liquor, while their bartenders serve it.
Insurance is usually a must at weddings! Many reception venues will require that you have some sort of liability insurance. A helpful tip is to check with your homeowner’s insurance policy. You might have a rider that covers an offsite event. There are also companies out there that insure only weddings for your one-time event for around $200.
Does the venue require that you have a security guard? Many do – and you’ll be better off for it. When your reception guests start drinking in a fun new place, things can get out of hand. The security guard is not really there for your protection, but to keep your guests and onlookers out of harm’s way.
When can you start setting up and when do the rentals need to be returned? Can the wedding planner or catering company get to the venue very early and start setting up? Find out the exact time to give your caterer the most time to get set up and ready to go. This is especially helpful if you have a buffet being set up without a big kitchen! Make sure that whoever is returning the rentals, such as the dance floor, will know when they need to be returned. Some wedding rental companies will charge you a hefty late fee if not returned on time.
In conclusion, be prepared and know what you are looking for. If you have your own caterer, make sure the venue knows that. If you have a wedding planner, make sure they are with you. If you still have no idea what you’re doing, then ask your mother for help!