5.1 Introduction
Finding the right venue is one of the most critical parts of planning a wedding.If you can find a good venue, this can actually make several parts of the rest of the planning process much easier.
Finding a good venue is about more than finding a beautiful space.
The space needs to suit the couple’s needs for their wedding or wedding party, as well as being aesthetically pleasing. Of course, it helps if the venue you choose is stunning on its own. But in this module, you will learn all about the different components that make up the perfect wedding venue for your next event.
5.2 The Basics
Before we dive into all the details of hiring a venue, let’s go over the basic things that we will cover in this module.Here are some of the basics of choosing a wedding venue:
Budget
Do your best to only view wedding venues that fit within the set budget for the wedding. The problem with looking at beautiful venues that are more expensive than the couple can afford is that they will fall in love with the space and then want to break their budget to book it.
Location
The location is a critical part of choosing a venue because, like the price, it can make the planning process easier if you can find a great location.
Remember that there is no such thing as a perfect location, but you will learn about coordinating the travel and location logistics in this module.
Availability
Although this should go without saying, you need to find a location with good availability. Some of the more popular locations will book up well in advance so the sooner you start looking, the easier it will be.
Extras
Some wedding venues will offer extra packages when you book in to use the space. Some will require that you use their caterers, and others will provide all of the chairs, tables and other ancillary rentals that you need for the party. On the other hand, some venues will offer you nothing but the bare space itself.
These extra packages can affect both the price and the suitability of the venue.
Now, let’s dive into these aspects of finding the right venue a little bit further.
5.3 Getting the Most out of Your Budget
Your budget is important, and sticking to it is essential in your wedding planning business.This is especially true when you are working with clients who have come to you to help manage the budget. As previously stated, you should always avoid viewing venues that you know are too expensive for you because this will help manage client expectations and help keep your budget intact. Disregarding your budget so early in the planning process can result in disaster.
So, how do you get the most value for your money when you’re booking a venue?
The first step is to visit the venue in person. Until you get to know all the venues in your local area, you will be making these trips rather frequently.
It is important to visit the venues in person because they will undoubtedly look different in real life than they will in the photographs.
In some cases, you will be able to see more potential in the venue when you get a feel for the space. When you are on the ground, you are able to get a better idea as to how suitable the space is for the event you’re trying to throw.
5.4 Finding the Perfect Location
The location is an important part of the venue.You want to make sure that the location is accessible and easy to find for the wedding guests and the vendors. Different couples will want different locations. It will all depend on where they live, the type of party they are throwing and how much they want to spend.
You might find locations in the city centre, in the suburbs or even out in the country. It all depends on the wedding that you are planning.
If you’re looking at a location in the city centre, you will need to think about all the issues that come with it, and you will want to make sure that there is space nearby for parking.
This is important for guest parking, but it is also essential for vendors to park nearby.
You should make sure you ask the venue about the kind of parking that is available both on site and nearby. You might even ask if the building offers discounted spaces if the nearest parking is a paid public garage.
If you’re planning a wedding in the country, you won’t necessarily have to worry about public parking. However, you will need to worry about transportation. If the reception is outside of town, it will often require more people to drive. This can be a problem after the party, especially when alcohol has been served. One of the things you will need to think about is finding alternative transportation for after the party is over. You might consider renting shuttles, buses or setting up a taxi account to get people home safely and legally.
Another thing to think about is outdoor wedding venues. Despite the changing climate, getting married outdoors is still somewhat popular in the UK.
If you are choosing a venue that could be compromised by adverse weather, you will need to have a back-up plan to shelter people from the wind and rain.
Location is especially important for destination weddings. Many destination weddings will happen in hotels or resorts, so you have to worry about fewer logistical issues. But, if the destination wedding ceremony is taking place at a more remote location, you will need to think about getting people there.
FACT
60% of marriages take place in approved premises such as hotels, stately homes and historic buildings
Source: ons.gov.uk5.5 Dealing with the Calendar
Once you’ve found a great venue in a prime location, you will need to set the date.The booking process usually involves the venue looking at their schedule. If the date is free, you will usually pay a holding fee, and the place is yours.
However, when you’re dealing with popular venues, your event will often be one of many on that month, that week or even that weekend. Understanding how many other weddings are taking place around yours is also an important aspect of planning.
This is important for logistical reasons.
If you are planning an evening wedding and the venue has a wedding scheduled for the afternoon, the amount of time that you have to set up and decorate a venue will be limited. This is essential to know in advance so that you can eventually inform your vendors.
Dealing with the venue’s calendar is not just about being prepared for the right date. You will also need to ask about the opening and closing times of the venue. Some venues may not be prepared to stay open after midnight. If you book this venue, this means that the party will need to officially end before midnight so that the guests will be gone and the key holder can lock up.
The opening time is also important. This is because someone will need to be at the venue to make sure that it all gets set up correctly. You need to know how much time you have before the party starts to make sure everything is ready.
If the opening and closing hours are not agreeable, you might consider negotiating with the venue to open earlier or stay open later.
Sometimes the venue will be agreeable if you offer to pay for an extra few hours.
Remember, if you want to let the party run until 2 AM, you are forcing someone else to stay out of their bed until that time! It is always nice to leave a tip and make it worth their time.
5.6 Creating the Perfect Package
Finally, you will often be offered an event package by the venue.Venues put these together to make extra money. Some venues will offer you nothing but the space. Others will offer you tables and chairs. Some may require you to pay for a whole event package in which they provide everything.
Before you book the venue, you need to ask them about their policies regarding outside vendors.
There are some venues that will require you to also book their catering services. Some will offer you their sound system for free if you book their band or DJ. Others may offer you the option to rent their bar.
The range of services is almost always unique to the venue. However, there will almost always be extra charges for these things. To avoid getting caught out with extra fees, make sure to ask how much everything costs up front. A good venue will be transparent with their charges and provide an itemised list. If they do not provide this up front, you should request one before you sign any agreements.
Remember that the venue is liable to charge you for just about anything. They may even charge a corking fee if you choose to bring in your own wine!
You need to figure out exactly what the venue allows and doesn’t allow before you sign the contract with them. You will then need to negotiate between the venue and the happy couple to make sure that everyone is okay with the terms of the venue hire agreement.
Module Summary
There is a lot that goes into choosing a venue. That is why you have to begin working on it so early. The best thing to do is to create a detailed list of each venue’s attributes. This list should also include a list of costs and fees associated with each venue. You may even want to include pictures you took while visiting it. This will not only help you figure out which venue is best for the event, but it will help you choose event spaces in the future.[Tweet “I just completed Module 5 of the Wedding Planning Course”]
