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| The venue is gorgeous, but where do you put a dance floor? |
For many couples, venue searching is (hands down, usually)
THE most stressful aspect of wedding planning. After all, venue searching
presents the perfect trifecta for wedding stress: size, cost, and appeal.
Sheesh!
There are the regular questions to ask at a venue:
How many people can the space hold?
What space will I be allowed to use for a cocktail hour?
Are there any restrictions on event times?
Where are the guest bathrooms?
Are there any noise restrictions?
How do you handle parking?
What tables and chairs come with the space?
However, there are also a few unique questions to ask. These
questions provide in-depth information about the venue, which can help couples
feel more secure when making a choice.
What entrance do servers use? The means by which servers enter
and exit the kitchen should be unobtrusive. A doorway in the middle of a venue
can result in servers being the main item in photos or numerous run-ins between
guests and servers.
What permits do I need? Most hotels are set up for events
and do not require couples to acquire special permits for their ceremony or
reception. This is not always the case for private clubs, museums, or other
special venues. For these locations, couples might be required to obtain
alcohol or special-event permits.
Where is the band or DJ usually located? Power,
amplification, and speaker placement are key to ensuring that reception music
can be heard and enjoyed. Most venues have a specific location (or two) where a
band or DJ works best, but some might not. This may affect the ability to use
the space or require more thought about floor plan layout.
Where is the dance floor typically placed? At most
receptions, the dance floor is centrally located. However, if the venue has an
out-of-way location for the band or DJ, the dance floor might not be adjacent
to the music source.
Are there any changes or renovations planned between now and
my event? Although venues cannot predict emergency repairs or changes, and
although some might not know of the property owner’s future plans, most venues
have a good idea of any changes, renovations, or construction that will occur
within the next year. Changes or renovations may impact the color scheme, size,
view, or availability of a space – all of which can seriously affect a
reception.
Where are cocktail musicians usually placed? Where musicians
will be located during a cocktail reception is often overlooked because most
venues do not have a specific location for placement. In this case, ask for
several location options and also inquire into how cocktail tables, food
stations, and bars would be set up in these circumstances. If the venue has a
piano, ask whether it can be moved and, if so, to where so that it can still be
played.
What are the limitations regarding floral arrangements? Florists
are usually familiar with local venues, but don’t necessarily know every rule
for every location. Additionally, rules can change on the venue’s whim. Ask for
a list of what flowers and other décor (including candles with open flames)
that you can and cannot have at the venue and whether that list is subject to
change.
Does any furniture stay in the room? Inquire into what the
venue will let you move out of the reception and cocktail spaces and what must
stay. Large tables, chests, or heavy pieces can often not be moved, which not
only impacts décor but also table layout.
Are there restrictions on how the furniture that stays can
be used? The grand table that stays in
the room might be beautiful, but you might not be able to place any food or
drinks on it. That may mean that it can only be used for place cards, which you
had in mind to put somewhere else. Asking how you can use furniture that stays
in the room tells you how you must arrange your cocktail hour and reception
spaces.
Where do you typically place bars in this space? Nothing can
impede a room’s flow more than having bars placed in awkward areas. Ask not
only where bars have been placed in the past, but also where they are
prohibited from being located and how servers access them. This ensures that
drinks are easily delivered to your guests in a timely manner.
Choosing a venue is a difficult decision. The more a couple
knows about a space and how it can be used, the easier it is to select a
reception location.
