Franklin Dean
Wedding venues are subject to the same rules as other hospitality businesses, and during the pandemic, this meant that they had to close for extended periods. In the UK, from 12 April 2021, the government allowed licensed venues to hold ceremonies indoors with up to 15 attendees, not including children under five. However, the rules for receptions were different, with the government advising that it is safer for people to meet outdoors. Wedding venues have to adapt to the couple's vision, which can include specific requirements for decor, catering, and entertainment. Opening a wedding venue is a serious business that demands strategic thinking, attention to detail, and patience.
| Characteristics | Values |
|---|---|
| Date | 12 April 2021 |
| Number of attendees | 15 people |
| Age of attendees | No children under 5 |
| Location | Indoors |
| Type of venue | Hotels and other licensed premises |
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What You'll Learn
Wedding venue rules during COVID-19
Wedding venue rules during the COVID-19 pandemic varied depending on location and date. For example, in the UK in 2021, the government allowed venues licensed to conduct ceremonies, such as hotels, conference centres, and holiday accommodations, to hold weddings indoors with up to 15 attendees, excluding children under five. However, there were strict restrictions for receptions, with a preference for outdoor gatherings.
During this time, couples planning weddings had to navigate various regulations and limitations. Some venues required the use of their in-house catering, bartending, or preferred vendor lists, while others permitted external professionals. It was crucial to clarify whether external vendors were allowed and if there were additional fees or approval processes.
Decorations were another important consideration. Some venues prohibited open flames or hanging décor, while others offered flexibility. Couples had to ensure their vision for decorations, such as floral arches or unique centrepieces, could be accommodated by the venue.
Access to the venue for setup and teardown was also a factor. Some venues allowed setup the night before, while others had strict time slots. Understanding the timeline for accessing the venue was essential for a smooth wedding day.
Additionally, it was important to inquire about bar service options. Some venues provided licensed bartenders, while others allowed couples to bring their own alcohol, sometimes with a corkage fee. These rules and restrictions during the COVID-19 pandemic significantly shaped wedding planning, requiring couples and venues to adapt and ensure compliance with government guidelines.
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Restrictions on guest capacity
When it comes to wedding venues, capacity is a crucial consideration. Not only do venues have strict limits for safety and comfort, but the number of guests will also influence your choice of venue, budget, and overall guest experience.
Before booking a venue, it is essential to ask about their guest capacity and whether this aligns with your invite list. It is also worth considering whether the venue can accommodate your planned activities and whether there is enough space for a dance floor, for example. In addition, you should ask whether the venue has separate areas for the ceremony and reception, or whether you will need to source two venues.
Some venues may offer both indoor and outdoor spaces, such as licensed gazebos, lawns, and banqueting suites, providing flexibility for different guest capacities and preferences. It is also worth enquiring about any restrictions on decorations, furniture, and specific setup requirements, as these may impact the number of guests you can accommodate.
If you are inviting plus ones, it is advisable to check with the venue whether this is feasible, as some venues may have capacity restrictions that prevent additional guests. Being transparent about this with your guests is important, and you can politely inform them of these restrictions via your wedding website or FAQ section.
Ultimately, knowing your venue's capacity and any associated restrictions is key to successful wedding planning, ensuring your chosen venue aligns with your vision and guest experience.
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Venue decor restrictions
When it comes to wedding venue decorations, it's important to remember that the venue sets the tone for your big day and impacts your guest experience. Knowing the venue's rules and restrictions is crucial to avoiding costly surprises and ensuring your decorations align with the venue's guidelines. Here are some essential considerations and instructions for navigating venue decor restrictions:
Understand the Venue's Rules and Restrictions
Before planning your decorations, it's crucial to familiarize yourself with the venue's rules. Some common restrictions imposed by venues include:
- Open flames: Many venues prohibit the use of open flames due to safety concerns.
- Hanging decor: Venues may have restrictions on hanging items from the ceiling or walls to prevent damage.
- Use of adhesives: Some venues do not allow anything to be affixed to the walls or doors with adhesives.
- Guest comfort and accessibility: Ensure that your decorations do not obstruct guest movement or block entrances, exits, and restrooms.
Work with the Venue's Existing Style
Enhance the venue's existing style and colour scheme rather than overpowering it. If the venue has bold decor, opt for complementary or muted tones. Use lighting to your advantage; uplighting, candles, and fairy lights can transform a space and help divert focus from existing decor that doesn't fit your theme.
Choose Appropriately Sized Decor
Consider the size of your venue when selecting decorations. Large venues can accommodate grand pieces, while smaller spaces benefit from more delicate decor.
Plan Your Theme and Colour Scheme
Determine your wedding theme and choose a colour palette that complements the venue's existing decor. Limit yourself to two or three main colours to avoid a chaotic look and use accents sparingly for interest.
Coordinate with Venue Staff
Keep the venue staff informed about your decoration plans, especially if you intend to bring in large decor items or make significant changes. They can provide valuable insights and ensure your plans align with the venue's restrictions.
Be Flexible and Adaptable
Wedding planning requires flexibility. Some venues may have preferred vendors or specific guidelines that limit your choices. Ask the venue about their approved vendors and any restrictions on decorations. Remember to inquire about lighting options and whether adjustments can be made during the event.
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Catering and bar service options
Choosing a Catering Service
When selecting a catering service, it is essential to book vendors as early as possible to ensure their availability on the wedding day. Many venues have a preferred vendor list, so obtaining this information early in the planning process is crucial. Couples should also consider coordinating with their venue and caterer several months in advance to conduct tastings and discuss other important details.
Catering Service Options
Catering services can vary, and some caterers may also offer beverage services. However, their primary expertise is usually food, so drinks may become an afterthought. To elevate the beverage service, consider hiring a specialised bar catering service. These services can provide trained and certified bartenders, alcohol, mixers, ice, equipment, glasses, and garnishes. They can also create signature cocktails and offer reasonable prices on premium products.
Bar Service Options
Bar catering services can range from full bar services to simply lending a helping hand to existing catering companies facing staffing issues. Some companies offer all-inclusive packages with a fixed price per guest for unlimited alcohol and top-notch service. These packages typically include trained bartenders, glassware, garnishes, mixers, setup, and breakdown.
Open Bar Considerations
When it comes to open bars, it is essential to ensure that bartenders are certified to operate in the state where the wedding is taking place. Each state has different requirements, and hiring certified bartenders ensures safety and legal compliance. Additionally, consider working with a company that prioritises safety and responsible consumption, such as providing TABC (Texas) or TIPS (Colorado) trained bartenders.
Customisation and Personalisation
To make the bar service unique, consider personalised touches such as customised gifts like koozies for the bar. Couples can also add signature cocktails or specialty bars with seasonal craft cocktails using local ingredients. These special touches will delight and surprise guests, creating a memorable experience.
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Setup and teardown access
When it comes to setup and teardown access for wedding venues, there are a few key considerations to keep in mind. Firstly, it is essential to determine whether the venue handles setup and teardown or if external help needs to be arranged. Some venues include setup and teardown services as part of their package, while others may offer it as an optional add-on for an additional fee. It is important to clarify this with the venue beforehand to avoid any last-minute surprises.
If the venue does not provide setup and teardown services, it is the responsibility of the couple to make alternative arrangements. This could include hiring a day-of-coordinator (DOC) or wedding planner, who can oversee the logistics and ensure a smooth process. DOCs typically charge a fee for their services, and it is important to discuss the specifics of what is included in their setup and teardown package. Alternatively, some couples may opt to enlist the help of family and friends, although this may not always be feasible, especially if the wedding party has other commitments or is unfamiliar with the setup process.
Another important consideration is the timing of the setup and teardown. Couples should clarify with the venue how much time they will have access to the space before and after the wedding. Some venues may allow early access the day before, providing ample time for setup, while others may have stricter time constraints. Similarly, for teardown, some venues may require all decorations and items to be removed the same evening, while others may offer more flexibility, allowing couples to return a few days later to collect their belongings.
To ensure a seamless process, it is advisable to create a detailed plan for setup and teardown. This includes making a pack list that outlines all the items needed for the wedding and where they should be placed. Having a clear understanding of the setup requirements, such as table settings, centrepieces, and other décor, will help streamline the process. It is also beneficial to assign specific tasks to individuals or groups, whether it's the wedding party, family members, or hired help, to ensure everyone knows their responsibilities.
Additionally, couples should consider the breakdown and removal of items after the wedding. This includes designating someone they trust to oversee the process and ensure nothing is left behind. It is also a thoughtful gesture to offer leftover items, such as centrepiece vases or leftover food, to guests or service staff as a token of appreciation. Proper planning and coordination will help alleviate stress and allow the couple to focus on enjoying their special day.
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Frequently asked questions
Wedding venues were allowed to open during COVID lockdowns, but with restrictions. In the UK, only 15 people were allowed to attend weddings and receptions when restrictions loosened on April 12, 2021.
Some important questions to ask are:
- What are the hours we are allowed access to the venue for setup and teardown?
- What is your cancellation or postponement policy? Are refunds available?
- Do you have a list of approved vendors, or can we bring our own?
- Are there any restrictions on decorations?
- What type of lighting is installed, and can it be adjusted during the event?
- Are there payment plan options?
Opening a wedding venue is not just about the space, but also creating an experience that people want to pay for and remember. It is a serious business that demands strategic thinking, attention to detail, and patience. You will need to manage emotions and create memories that last a lifetime. Other considerations include pricing, permits, and design.
