Rhiannon Hendricks
When it comes to wedding venues, there are a plethora of options to choose from. From football stadiums to fairgrounds, art galleries, and casinos, nothing is off limits. However, it is important to consider what is included in the venue package to avoid surprise costs. Some venues include tables and chairs, while others require rental companies to provide these basics. Catering is another important aspect, with most venues taking dietary requirements very seriously and offering varied menus to satisfy diverse tastes. Other considerations include parking, vendor options, and the availability of distinct spaces for the ceremony and post-wedding celebrations. To ensure the venue suits their needs, couples should carefully review limitations, restrictions, and cutoff times.
| Characteristics | Values |
|---|---|
| Distinct spaces for the ceremony and celebration | Yes |
| Tables and chairs | 69% of venues |
| Catering | Yes, but check for dietary requirements |
| Parking | Yes |
| Photography | Yes |
| Event cutoff time | Yes |
| Vendor options | Florists, DJs, photographers, caterers, wedding planners, etc. |
| Location | Hotel venues, rustic venues, waterfront venues, houses of worship, etc. |
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What You'll Learn
Catering and dietary requirements
Know Your Guests' Dietary Requirements
Before consulting caterers, it is crucial to understand your guests' dietary needs. Ask your guests about any dietary restrictions or preferences they may have. You can include a line about dietary requirements on your wedding invitations, such as "Please let us know if you have any dietary requirements" on the RSVP cards. This way, you can gather the necessary information ahead of time and plan your menu accordingly.
Choose an Experienced Caterer
Selecting the right caterer is critical. Opt for a caterer with experience managing complex dietary needs. They should be knowledgeable about various dietary restrictions and flexible enough to adapt to last-minute changes. Ask the caterer about their ability to cater to specialised menus and request references or case studies to ensure they can accommodate your guests' needs. A tasting session is also a great opportunity to assess not just the taste but also the presentation and portion sizes of the dishes, including those for special dietary needs.
Communicate Dietary Requirements to the Caterer
Once you have gathered your guests' dietary requirements, communicate them clearly to the caterer. Provide them with the number of guests for each dietary option and their seating arrangements. Ask the caterer about their protocols for handling cross-contamination, especially for guests with severe allergies. It is also a good idea to request a full ingredients list for your chosen menu to address any concerns your guests may have.
Consider the Cuisine
When planning your menu, consider cuisines that inherently suit your guests' requirements. For example, Indian food offers numerous vegetarian options, while Mexican cuisine works well for those with Coeliac disease. This approach ensures a delicious meal for all while accommodating specific dietary needs.
Label Dishes and Allergens
Whether you opt for a plated dinner or a buffet, clear labelling is essential. Label each dish with its name and list any potential allergens. This practice helps guests make informed choices and prevents allergic reactions. If you choose a plated meal, you can also label table place cards with specific dietary requirements, such as (V) for vegetarian or (GF) for gluten-free, to help caterers serve the correct meals.
Drinks and Dietary Requirements
Remember that dietary requirements may extend to drinks as well. Offer alternatives such as gluten-free beer and egg-free cocktails. You can also provide drinks tokens to guests with specific requirements, allowing them to choose a suitable option at the bar. Non-alcoholic options and soft drinks are always a good idea to cater to non-drinkers and those with specific dietary needs.
By following these steps, you can ensure that your wedding catering accommodates the dietary requirements of all your guests, creating an inclusive and enjoyable experience for everyone.
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Venue limitations and restrictions
When choosing a wedding venue, it is important to be aware of any limitations or restrictions that may apply. While some venues offer a blank canvas for couples to build upon, others have strict rules and regulations that must be adhered to. It is essential to ask about these during the planning process to avoid any disappointment or last-minute hiccups.
Firstly, consider the venue's capacity. Can it accommodate all of your guests comfortably, with space to move around and enjoy the celebrations? This is an important factor, as is the availability of ample parking for all guests.
Secondly, inquire about the venue's event cutoff time. Some venues have strict time restrictions, which may not suit couples who wish to party into the early hours of the morning. Along with cutoff times, there may be rules regarding noise levels, so be sure to ask about these if you plan on having a lively celebration.
Additionally, it is worth asking about the venue's preferred vendor list. Some venues have strict rules about caterers, photographers, florists, and other suppliers, and may not allow outside vendors. If you have specific vendors in mind, ensure they are on the venue's approved list or discuss the possibility of bringing them in.
Furthermore, some venues may have restrictions on decorations and customisations. For example, some venues may not allow open flames, which could impact plans for candles or sparklers. Be sure to ask about any restrictions on hanging decorations, confetti, or other personal touches you may be planning.
Finally, it is important to consider the location and any limitations this may pose. If you are planning an outdoor wedding, ask about the wet-weather options and any additional costs involved. Similarly, if you are planning a wedding in a remote location, consider the impact on guests and whether accommodation is available nearby.
Being aware of these limitations and restrictions will help you make an informed decision about your wedding venue and ensure your day runs smoothly.
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Parking availability
When considering parking availability, it is essential to evaluate the number of expected guests and the capacity of the venue's parking area. If the venue has limited parking spaces, you may need to explore alternative arrangements, such as utilising nearby parking lots or street parking. Additionally, consider any events happening nearby on your wedding day that could impact parking availability and convenience.
To enhance your guests' experience and reduce parking-related confusion, providing clear and concise parking information is essential. This can be done through various means, such as including parking details directly on the wedding invitations or creating a separate information card within the invitation suite. A dedicated direction or reception card can also be used to convey parking instructions, especially if you want to provide parking details for a specific location.
Another option is to establish a wedding website that serves as a comprehensive resource for all parking-related information. This website can include maps, prices, instructions, and any other relevant details that may assist your guests in navigating parking at the venue. This approach ensures that your guests have easy access to all the necessary information in one place.
In some cases, arranging for shuttle services to and from the wedding venue can be a thoughtful touch. This option is particularly useful if the parking area is located at a distance from the venue or if you want to provide added convenience for your guests. By offering shuttle services, you can centralise parking in one location and ensure smooth transportation for your guests.
Remember, the availability of parking and the ease of access play a significant role in your guests' overall experience. By considering their convenience and providing clear instructions, you can ensure that your guests arrive at your wedding celebration without unnecessary hassles or delays.
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Furniture and decor
The furniture and decor included in a wedding venue can vary greatly depending on the location and type of venue chosen. Some venues are truly one-stop shops, providing almost everything you need for your wedding, while others may only provide the space and restrooms.
Types of Furniture and Decor Included
The type and amount of furniture and decor included will differ from venue to venue. Some venues may only provide basic furniture such as tables and chairs, while others may include more specialized items such as linens, centerpieces, and lighting. All-inclusive and mostly inclusive venues typically include furniture and decor such as:
- Tables
- Chairs
- Table linens
- Dinner chairs
- Plates
- Napkins
- Silverware
- Drinking glasses
- Basic decor
- Lighting
- Dance floor
Customization Options
If customization is important to you, be sure to choose a venue that allows you to bring in your own decor and furniture. Some venues have restrictions on how you can decorate to protect their space, so be sure to ask about any limitations before booking. For example, you may not be allowed to hang anything on the walls or make permanent alterations.
Setup and Takedown Services
Some venues may offer setup and takedown services for your decor, which can be a great convenience on your wedding day. This may be included in the venue fee or offered as an additional service for a fee. If you plan to set up and take down the decor yourself, ensure you have enough time and help to do so.
Cost Considerations
When considering the cost of furniture and decor, keep in mind that all-inclusive venues may offer a better value than piecing together rentals from various vendors. However, it's important to compare prices and consider your specific needs, as sometimes renting furniture and decor separately can be more cost-effective.
Venue Style and Decor
Consider choosing a venue with a style and decor that complement your wedding theme and vision. This can reduce the amount of additional decor needed and ensure a cohesive look for your special day.
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Photography and videography
Photographers will aim to capture the essence of the wedding, including the bride and groom's emotions, the guests' reactions, the beauty of the venue, and the small details that make the day special. Most photographers will enlist a second shooter to capture different elements of the day and different angles. Drone photography is also becoming increasingly popular to capture epic aerial views of the venue.
Videographers will also capture the essence of the day, but in a different way. They can tell a story through their footage, focusing on the couple and their journey. Videographers will also capture the ceremony and reception, and any speeches, toasts, and kind words from friends and family. Videographers may work alone or with an assistant, and they will also arrive early on the day to capture the build-up to the wedding.
It is important to note that wedding photography and videography packages can vary greatly in terms of what is included and the cost. Couples should be aware of what they are getting and the turnaround time for receiving their photos and videos.
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Frequently asked questions
Most wedding venues include distinct spaces for the ceremony and the celebrations after. Some basic inclusions are bathrooms, parking, tables and chairs, and catering. Sixty-nine per cent of venues include tables and chairs, while others require you to hire an outside rental company.
It is important to ask about any limitations and restrictions early in the process. Ask about the venue's capacity, catering facilities, and any packages on offer. If you plan on partying late into the night, ask about the venue's event cutoff time. Also, ask about the menu and whether they can accommodate any dietary requirements.
There are no rules when it comes to choosing a wedding venue. Many people are opting for non-traditional venues such as football stadiums, fairgrounds, art galleries, private yachts, restaurants, racetracks, cruise ships, barns, and vineyards.
