Franklin Dean
Planning a wedding is challenging at the best of times, but the COVID-19 pandemic has thrown up a whole new set of questions for couples and venues alike. From postponement policies and cancellation fees to mask mandates and social distancing, there's a lot to consider when choosing a wedding venue during the pandemic. It's important to ask the right questions during the wedding planning process, and to start planning early. In this context, it's worth asking whether the venue has a dedicated customer experience manager to handle COVID-related enquiries and whether they can offer clear information about how COVID restrictions might impact your wedding day.
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What You'll Learn
Postponement, cancellation, and refund policies
Postponement Policies
Firstly, inquire about the venue's postponement policy and any associated fees. Ask if there is a time limit for rescheduling, such as selecting a new date within 12 months of the original date. It is important to know how far in advance you need to make this decision and if they have available dates for the following year. If you are planning an indoor reception, ask about the possibility of moving your wedding outdoors if indoor gatherings are restricted.
Cancellation Policy
Understand the venue's cancellation policy in case postponement is not an option. Be aware that some businesses may not refund your deposit, so clarify their refund policies and what circumstances would warrant a full refund.
Refund Policies
Discuss the financial implications of postponement or cancellation. Ask if they offer reduced pricing for weekday weddings or off-peak seasons if you need to reschedule. Understand the venue's contract regarding multiple postponements and cancellations.
Flexibility and Adaptability
Inquire about the venue's experiences in planning and hosting weddings during COVID-19. Ask if they have reviews or testimonials from couples who had to postpone or cancel their weddings. This will give you insight into their flexibility and adaptability during these challenging times.
COVID-19 Safety Measures
Understand the safety measures the venue has in place, such as health screenings, temperature checks, and mask requirements for guests and staff. Ask about creative layouts or floor plans that encourage social distancing during the ceremony, cocktail hour, and reception. Inquire about sanitation protocols, including hand sanitizing stations, restroom cleaning procedures, and food and drink service safety measures.
Remember, it is essential to start planning early, stay informed about local guidelines, and be open and logical in your discussions with the venue and vendors.
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Covid safety measures and social distancing
Sanitization and Hygiene:
- Are there hand sanitizing stations located throughout the facility, including at the entrance and exit points?
- How often are the restrooms cleaned and sanitized?
- Are there any other sanitization protocols in place, such as encouraging guests and staff to wash their hands frequently with soap and water for at least 20 seconds and avoid touching their faces?
Social Distancing Layouts:
- What are some example layouts or floor plans that encourage social distancing for a smaller guest count?
- How far apart will the tables and chairs be spread out to ensure adequate distancing between guests?
- Are there any creative ideas for the ceremony and reception setups that promote social distancing, especially during cocktail hour when guests tend to cluster together?
Masks and Face Coverings:
- What are the mask requirements for guests? Are masks mandatory, and if so, are they provided by the venue, or do guests need to bring their own?
- Are there any exceptions to the mask rule, such as when guests are eating or drinking?
- Are employees and vendors, such as caterers and photographers, required to wear masks or face shields during the event?
Postponement, Cancellation, and Flexibility:
- What is the venue's policy on postponement, and are there any associated fees for rescheduling?
- If we need to reschedule, is there a time limit for selecting a new date, and do you offer reduced pricing for off-peak seasons or weekdays?
- If we are unable to postpone and must cancel, what is your cancellation policy, and will our money be refunded?
Food and Beverage Service:
- How will food and drinks be safely served during the wedding reception?
- Will there be any changes to the traditional buffet-style catering, such as individually packaged meals or plated meals served by staff?
- What safety measures will be implemented for food preparation, and will there be a limit on the number of people in the prep areas?
These questions will help you understand the Covid safety measures and social distancing protocols in place at your wedding venue, ensuring that your special day is both memorable and safe for everyone in attendance.
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Live streaming options
When considering live streaming options, it is important to ask the wedding venue if they offer any live streaming services. If they do not, ask if they can recommend any vendors who do. Some venues may have limited or limitless capacity for AV services, so it is worth enquiring about this.
If you are hiring a third-party vendor to manage the live streaming, ensure you ask the venue about any requirements or restrictions they may have. For example, some venues may not allow outside photographers or videographers to use their equipment.
When choosing a live streaming service, consider the following options:
- A live video feed of the ceremony via one camera, streamed to a custom landing page that can be easily shared with guests.
- Streaming the ceremony to your personal YouTube Live or Facebook Live page.
- A simple live stream option where guests can click on a URL to view the ceremony through a high-definition live stream. This option often does not require any app downloads or logins, and can allow for an unlimited number of guests.
In addition to live streaming the ceremony, you may also want to consider including other parts of the wedding, such as a virtual at-home dance party after the ceremony. This can be a fun way to include guests who are unable to attend in person and create a hybrid model of in-person and virtual attendance.
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Venue liaison with vendors
When it comes to venue liaison with vendors, there are a few key questions you should ask your wedding venue to ensure a smooth process.
Firstly, ask about the venue's policy on postponement and cancellation. Inquire about any associated fees and the number of times you can postpone. For example, some venues may require you to select a new date within a specific timeframe, such as 12 months. It's also important to understand the venue's policy if you are unable to postpone and need to cancel instead.
Secondly, find out if the venue has a customer experience manager or a specific point of contact who can assist with Covid-related enquiries and communicate with vendors leading up to and on the wedding day. This person should be able to provide clear and specific information about any Covid restrictions and how they may impact your wedding plans.
Additionally, ask the venue about their sanitization protocols and what is included in the rental fee. For example, find out if they provide hand sanitizing stations throughout the facility and how often the restrooms are cleaned. If there are specific sanitation requirements you need to meet, such as providing hand sanitizer, confirm whether this is included in the price or if you need to bring your own.
It's also important to discuss the setup and layout of the venue in relation to social distancing requirements. Ask if they can provide examples of floor plans that encourage social distancing for your guest count. Inquire about the spacing of tables and chairs, and how they plan to manage guest flow to ensure safe distancing.
Finally, discuss the serving of food and drinks during the wedding reception. Ask about their catering options and how they plan to ensure the safe serving of food. Inquire about their backup plans if certain services or products are no longer available due to Covid-related restrictions.
By asking these questions, you can ensure that your venue is well-prepared to liaise with vendors and make any necessary adjustments to comply with Covid-related guidelines.
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Sanitation and food service
Sanitation Protocols
- What sanitation requirements and protocols will be in place at the venue?
- Will hand sanitizing stations be provided throughout the facility, or do we need to supply our own?
- How frequently will restrooms and other high-touch areas be cleaned?
- Are there protocols in place to encourage guests and staff to practice good hygiene, such as frequent handwashing and avoiding touching their faces?
- Are there socially distanced floor markings or similar measures to manage appropriate movement control?
Food Service
- How will food and drinks be safely served during the wedding reception?
- Will there be a pause on buffet-style catering, including no platters, open containers, or pitchers?
- What catering options are available, such as individually packaged meals, plated meals served by staff, or a limited buffet with staff service?
- How many people are allowed in the food preparation areas to ensure safety?
- Are there any restrictions or requirements for vendors, such as caterers, that we should be aware of?
It is essential to discuss these topics in detail with your wedding venue to ensure the safety and well-being of your guests, staff, and vendors during the event.
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Frequently asked questions
Ask about health screening upon entering, temperature checks, hand sanitizing stations, and mask requirements for guests and employees. Also, ask about social distancing measures, such as layouts that encourage social distancing and ventilation if the event space is indoors.
Discuss the venue's postponement and cancellation policies and associated fees. Ask if there is a time limit for reserving a new date and how many times you can postpone. If you are unable to postpone, ask about the cancellation policy and whether your money will be refunded.
Ask the venue how food and drinks will be served safely. For example, they may pause buffet-style catering and instead offer individually packaged meals or plated meals served by catering staff.
