Key Information Needed When Planning a Seamless Wedding: from the View of a Wedding Venue Owner

Photo by Kristie Marie's Photography

Planning a wedding is hard, right? ABSOLUTELY. But there is a way to make things a little bit easier....read along to discover the key information you need (and probably don't even know you need) so that you can be ready to start planning the BIG day! Let's begin:

Wedding Planner/Coordinator/Key Point Person

Planning a wedding is like throwing the biggest party of your life - there are so many lists to follow and items to check off! This is stressful for anybody - but it doesn't have to be. Consider hiring a wedding planner, a day of coordinator, or, if the budget doesn't allow, at least have a point person delegated to be in charge for all those last minute questions, because trust me, there will be last minute questions!

"What time should the caterer arrive?"  "Where does the DJ set up?"  "The baker is late dropping off the cake - who's going to call her and see where she is?!"  "It's raining!! What happens now?!"

The questions get harder. Eliminate some of the stress, take a breath and let someone help you!

A Well-Structured Timeline

Everybody has an idea of what usually happens at a wedding:  wedding party arrives, vendors set up, guests are seated and the music begins... but planning a timeline is more than just a drop in the hat. There are certain aspects to your wedding that you don't want to forget and with the busyness of the day, that can certainly happen. 

Photographers will work with you when determining timelines for photos (get ready pics, first looks, wedding party before ceremony, wedding party after ceremony, family, etc). DJs will also need a timeline for songs - think ceremony music, cocktail hour tunes, background ambiance and then party music. Caterers will need a timeline to know when to arrive to set up, what time does cocktail hour begin, dinner service times... Your wedding planner will be able to tie all of these timelines together to make sure your key moments (daddy/daughter dance, cake cutting, and more) aren't forgotten about in the rush of getting things done before those highly anticipated "golden hour" photos are set to begin! No planner? No problem!  Just be sure to talk with your vendors about how much time they need to perform their duties, create a list of important moments with your family and fiance to make sure you're not forgetting anything crucial (we all know you can't go back the next day), and share this information with your point person (remember how important I said it is to have someone??).

An Understanding of Venue Expectations

Each and every venue has different procedures and policies in place to help make your wedding day a success. As a venue owner myself, I share this information with our couples multiple times in the planning process (at time of booking, on our website, checklists due before event). It is imperative that you know all the information before you just jump right in to the planning process. Here's what to ask your venue:

What hours are included with my rental? - once you have this information, be sure to share with your vendors/family/friends so that they can arrive accordingly. Venues may or may not charge overtime fees.

What are the alcohol policies? - is there a time limit for bar service? Is the bartender provided or approved? What types of alcohol can be served? How late can the bar stay open? Are there any additional fees? Is alcohol even allowed??

Who does set up and clean up? - most venues will provide a set up option, but leave the decorating up to the renters. There are some venues that will include decorating, so be sure to ask about this (also, ask if there's a fee involved).  Who handles the trash at the end of the event - some venues require the catering company to take trash off property, while some venues handle the trash themselves. Be sure to know what all needs to be done before your rental time ends. Share this info with your planner, vendors and family. Uncle Bob doesn't want to show up at 7am if the doors don't unlock until 9am!

Do I have to use certain vendors? - venues come in all shapes and sizes, and so do their vendor lists. While venues may, or may not, allow you to use your own vendors, some may even allow you to provide your own services like catering. Be sure to ask (BEFORE YOU BOOK) if there is a list of vendors you have to choose from. You may have had your eye on a certain photographer for a while and you'd be devastated to discover that your venue only allows certain photographers from their list. Knowing about a vendor list is crucial - it's your wedding, your budget and your dream - make sure you can get exactly what you want!

What does the venue provide? - knowing if your venue provides tables/chairs/linens/dishes/trash clean up/decor items/time for rehearsal, etc is super important to your budget. Be sure to ask for an itemized list (or double-check the contract) to know exactly what is included in your venue rental.

Is there a Pan B (in case of rain) policy in place? - if you're planning a beautiful outdoor ceremony, the weather may create an unwanted wrinkle in those plans. Be sure to know if there's a rainy day policy in place if the ceremony/reception has to be moved indoors. What is the latest the decision needs to be made? Is there an additional fee? Who will help relocate items inside? If not, ask about the venue's policies on allowing outdoor tents. Should you have one on standby from a rental company? Does the venue provide one? There are SO many questions related to moving an outdoor event to an indoor space. Make sure it's do-able, and most importantly, make sure that it's comfortable for your guests and vendors. Grandma might not be able to walk up 42 steps to get to an indoor area and the caterer needs to make sure there's enough space to set up a buffet for 200 people. Don't be afraid to ask your venue ALL of these questions and always have a rain plan!

What's the cancelation policy? - nobody wants to think of a break up happening, a sudden death in the family, an unexpected surprise or even a loss of income, but these are certainly things that can happen during your wedding planning process. Not only should you know about the cancelation policy for your venue, you should also know what it looks like for each of your vendors as well. I highly suggest purchasing an insurance policy just for the 'unexpecteds' in life. 

What is the guest count allowed for my package? - packages at venues (and for vendors) may be based on number of guests. Be sure to ask before you book so that you know you've chosen a venue that will accommodate your number, leaving you plenty of room for a dance floor, a memory table, a drink station, a photo booth, a DJ and more. Just because a venue says it can hold 200 guests, doesn't mean that leaves enough room for the 200 guests to enjoy the space. 

What is allowed and not allowed? - be sure to know the rules when it comes to sound ordinances, sparkler send offs, confetti, decor items, bands, heat/ac, etc. Some venues may not allow cold sparklers, confetti poppers, music after 9pm, air condition turned on with open doors, or candles inside. Again, this is a great opportunity to ask the questions, read through the contract and not be surprised on your wedding day. 

Remember how I said planning a wedding is pretty much like throwing the biggest party of your life? Having a point-person to help manage the load, creating a timeline that's easy for everyone to understand and follow and knowing exactly what you need to know from your venue's standpoint can help make your wedding day a seamless success. Now... you've got a lot of the key information you need, so go out and start planning the BIG day! 

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photo by Desilu Photography

If you want to learn more about my venue, The Barn at Heritage Farm, located in the foothills of the Yadkin Valley Wine Region of Surry County, North Carolina, check out our website at www.thebarnatheritagefarm.com. You can find our availability, pricing information and ways to contact us to schedule a tour! We host indoor and outdoor ceremonies, provide picturesque views and book year-round. We would love to show you our property and answer any questions you may have! Happy Wedding Planning!