7 Questions You'll Regret Not Asking Your Venue
The St. Louis metro area is blessed to offer a multitude of gorgeous wedding spaces for the newly engaged to choose from. Before heading out for venue tours, many couples print off their list of questions from their wedding search sites. Before you head out, make sure that these seven questions are on that list, but more importantly, understand WHY these seven questions are on the list.
Grandel Theater intimate wedding ceremony.
MATCHING THE GUEST LIST
Have a clear idea of the approximate guest count before looking for a venue. While you won't have the final count until weeks before your wedding, you need to know the maximum number of guests you want to invite and be firm with that number. If your max number is 250, you must book a space that can easily hold that 250 and more. WAIT...But if 250 is my max, why must the venue hold more? I am not saying that all venues fib about the maximum amount able to fit, but I will say that some venues have a very different idea of "comfortably fitting." There is nothing worse than having an elegant wedding planned only to realize at the reception that your guests are sitting butt to butt. Nothing says "classy," like having servers give lap dances to guests to get around the table. Seriously, I have seen it!
Questions to Ask
1. How many guests can comfortably be seated in the space for a sit-down dinner with a dance floor, a stage for a band, or a table for a DJ? The number you see posted on a website or brochure often refers to a cocktail-style event with people standing. Make sure you tell them you will have a dance floor and room for a stage for a band or a table for a DJ.
2. Can we see sample floor plans of receptions with our maximum guest count? This will allow you to see how the space has been set up for past events. You will also see if the tables are spaced enough for guests to move about the venue easily. If the tables appear close together on a floor plan, ask them what the scale is or if they can show it with a grid. Most venues should be able to give you a scaled floor plan of the room. If they cannot or don't have the dimensions, you might consider hiring a designer or planner to help you lay out the space or move on to another venue.
Marriot Grand, Chrystal Ballroom
HOW YOU WANT TO USE THE SPACE
Are you planning on having your ceremony at the same venue as the reception? There are several benefits to having a ceremony at the same venue, including ease of guest arrival, especially for those from out of town who may not know the area well.
Questions to ask
3. Do you have a separate ceremony space? At large venues that offer several options for the ceremony location within the venue, the couple can have all the benefits of one wedding venue but still have a dedicated ceremony and reception space. This makes the day feel polished as guests move from one finished space into another.
4. If you don't have a separate space, how many staff will "flip" the room? How long does the "flip" typically take? Is there a lobby or another space for guests to go to during the "flip?" Sometimes, the venue may be wonderful but lacks a separate space. In these cases, a "room flip" might be necessary. When done correctly, a room flip can be extremely fast and not overly obtrusive to the guests, but it is something to ask before booking the location to avoid miscommunication.
Missouri History Museum in St. Louis Forest Park
RENTAL TIME
It is important to know how long you have the space for the day. You want to make sure your vendors have enough time to deliver and set up before the event. Anything less than two hours before will cause potential logistic issues, limit the amount of decor you can use, or cost a premium for vendors to bring in extra staff to beat the time crunch.
Questions to ask
5. How many hours do we have access to the space? Sometimes, venues can offer additional set-up time if they are not rented earlier in the day, but typically, they cannot guarantee this until 3-4 weeks prior. In this situation, it is best to assume that the space is unavailable until you find out it is. Vendors can rearrange to allocate more time, but last-minute time crunches can be costly for you.
6. Can items be dropped off and stored prior to the day? Sometimes venue have storage space and will allow you to drop off personal items (guestbooks, pictures, etc.) to be left early so you aren't lugging items from home on the wedding day. If they don't have the space, often times your wedding coordinator will take your items prior to the day and bring them to the venue to set them up on your behalf.
7. Can we store items at the end of the night? Many couples assume that a venue will allow them to leave the reception at the end of the night and return the next day to pick up their decor and rental items. Nine times out of ten, this is NOT the case. Most venues will require you to have your decor and rentals taken with you at the end of the night. Not asking this question will cost you dearly in "late-night rental pickup" fees or annoyed family members who are smashed in their cars with your totes of decor. Plan early for who will take which items and remember to remind them of their task. Tired and/or drunk family members will often forget their duties and leave your items behind. You don't want to arrive home from a wonderful night only to discover that your mom's heirloom cake knife was never picked up.
SHAMELESS PLUG
I hope it has given you some new things to think about. Many of the questions in this blog will already be addressed if you have a wedding planner. If you have already booked the space and need help managing these issues or anything else that might come up, a wedding coordinator can help you manage those logistical details you overlooked when planning. Remember, no one ever said, "My wedding was just too organized and smooth." ;-)
