Happy Hunting Hints

Before Mr. Tartlet and I visited our venue, we compiled a list of questions to ask the event coordinator. Most of these were answered during the meeting itself as we toured the building, but we still found it a handy checklist as we evaluated the fit of the Royal Park for our big day.

• Is the date available? OK, so this one is pretty obvious. But, Mr. Tartlet and I were working on a beyond tight schedule (literally one specific day or bust).
• How many people can the space accommodate? On a similar token, do they have a minimum person requirement? Some venues I spoke to wouldn't even consider hosting our wedding unless we had a certain number of guests (regardless of whether we would meet the minimum food/beverage bill).

• Does this number change depending on the seating arrangement used? For example, our venue is advertised to hold 90 people with round tables. However, if we want a dance floor, this goes down to 60.
• How many events do they host at one time? Depending on the size of the facility, some places can hold 2, 3 even 4 wedding receptions at a time. Are you OK with bumping into another bride on your big day?

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• Will we have private restrooms? Based on how many events are running simultaneously, traffic could get pretty heavy (and depending on the time of night, potentially awkward) if there's only one shared restroom area.
• Do you have preferred and/or required vendors? A preferred vendor list is helpful as a starting point since these businesses have been screened and vouched for. It's also helpful to know if your venue requires you to use a specific rental company for things like linens so you don't waste your time shopping around.
• Is flash photography allowed? Are open flames permitted? Many historical sites prohibit flash photography in certain areas to protect the artwork. Some venues flat out won't allow an open flame, while others may have restrictions (e.g. it has to be in a vessel like a votive holder).
• What is the rental fee, and do you also charge a ceremony fee? What deposit is required to hold the date? What is your cancellation/refund policy? I still cringe a bit reading that last question, but plans do change, and it's good to be prepared for the financial consequences.
• Are tables and chairs provided? I read a nightmarish story a while back of a woman who put a sizable, non-refundable chunk of change down on a venue only to find out later that she had to bring in her own seating and serve-ware. Needless to say, it threw a major wrench in the poor girl's budget.
• What parking is available to guests? Especially if you have older guests or girls who like to wear 4-inch heels (like me), this detail is important for their comfort.

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Hopefully armed with some of these questions you'll come out of your meetings more confident that you're getting what you pay for. What are some other questions that proved useful during your venue hunts?