WHERE DO I START? Once you’ve settled on a budget and a rough idea of the size of your guest list, discuss your dream date. Venues get booked up quickly, so you may be looking one to two years into the future (unless you opt for late availability). You’ll need to be flexible by choosing multiple preferred dates as you’ll likely be disappointed if you’re too fixed on the matter. What’s more important to you? The where or the when? Go into your venue appointments with your preferred dates, even if it’s just the month or season you’d prefer as well as any dates to avoid. This way, if it’s love at first sight, you’re prepared. Remember, your date isn’t secured until your venue confirms it, so don’t start supplier shopping until this is set in stone. You’ll find the first thing suppliers ask for is your date, so you won’t be able to book anything without it; what’s more, the venue bears such an influence on everything from style to logistics that discussing your dream day without it will be more than a tad tricky. So, what to look for during a venue tour? Capacity is paramount: make sure the venue can accommodate your numbers before booking a viewing so you don’t waste your time or fall in love with somewhere that simply won’t work. Also, look at the venue’s flow as you transition through the day and bear in mind any accessibility needs. Does it suit your vibe and vision? If you’re viewing a historical venue, be sure to check what’s allowed in terms of décor as there may be restrictions in place to protect the integrity of the space. Although, the more ornate the setting, the less styling you’ll need. Make sure you understand everything that’s included in the price you’re being quoted. It’s also worth investigating what extras the venue can offer allowing you to tailor your supplier shopping list. Check out our list of questions to arm yourself with. QUESTION EVERYTHING! 1. What do you provide on the day? Tables, chairs, linen, tableware, lighting, soud system, décor, cake stand and knife, bridal suite are all things venues often include (unless it’s dry hire). 2. Do you have an in-house caterer? If not, do you have a list of preferred suppliers? 3. Can we bring our own alcohol? Is there a corkage fee? 4. Is there a menu-tasting included? 5. What accommodation is available for guests? Are block bookings an option and is there a guest discount? 6. What restrictions are in place for suppliers? For example: noise restrictions, cutoff time, setup and break down times. 7. Are confetti, candles, fireworks or pets allowed? 8. Is there a backup option for wet weather? THERE’S A LOT OF MOVING PARTS! HOW TO I MANAGE IT ALL? Planning a wedding can involve around eight to 15 different suppliers, each with their own contracts, deadlines and needs, leaving much room for worry. We get it, this is the most important day of your life, it’s emotional... and expensive. So, you want people you can trust with such important moments. Look for consistency across reviews as well as how they communicate i.e. are they fast and professional? Ask for galleries of their work – do they wow you? Schedule a consultation ideally over the phone or in person as you’ll quickly get an idea of whether they’re a good fit. Where relevant, check they’re insured and produce, proper, clear contracts. Finally, trust your instincts – what is your gut telling you about their reliability? Choose legitimate businesses with a professional presence online. Find out about contingency plans if they’re unwell on the day or something goes wrong and familiarise yourself with the cancellation and rescheduling clauses in your contract. If you’re not happy with anything, seek clarification or don’t go ahead. We recommend shortlisting three to five suppliers from each category and comparing them across points such as price, communication, reviews, style, personality and what’s included. Be cautious about comparing price alone as value is far more important. Remember, cheaper isn’t always better and expensive isn’t always best. When your team is in place and plates are spinning, they’ll appreciate receiving the following information from you to ensure everyone is where they need to be at the right time, delivering just as you dreamed: timeline for the day, setup instructions, any relevant venue rules, on-the-day contact details, and arrival times. Add any notes they give to you on your all-important spreadsheet, along with their contact details. HOW DO WE MAKE SURE EVERYTHING RUNS SMOOTHLY ON THE DAY? There are a lot of moving parts during a wedding day, so the best way to tackle this is to create a detailed timeline well in advance and make sure all the key players have a copy. It’s PLANNING SOS 37
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