So you’ve narrowed your list down for potential wedding venues. While physically seeing the space is very important, some logistical details may make or break your decision of where you and your partner will host your big event. Depending on the needs for your wedding day, the list of topics to discuss with the venue coordinator will vary, but below are some important points every couple should cover.
1. What is included in the rental cost?
The biggest issue couples have with sticking to their budget is not understanding how many different items they need to account for. Depending on your wedding or event venue, what you get as part of your rental cost will vary drastically.
Some venue rentals only provide access to the space, and you will need to bring in everything else. Other venues, such as hotel ballrooms, typically come with most items you will need, such as tables, chairs, linens, plates, glassware, utensils, etc. Another expense that may significantly increase your overall cost is staffing. Are bartenders, servers, and bussers included, or are there additional hourly fees? Another great question to ask your venue and/or your caterer is if they have a cake-cutting fee. Some charge by the slice to serve your wedding cake to guests.
2. What is the maximum number of guests the venue can accommodate?
Is your plan to have a big wedding? Or do your parents want to invite all of your cousins, second cousins, and family friends to your big day? Does every guest get a plus one? Make sure the venue you’re considering can accommodate your estimated number of guests. While not everyone will be able to attend your wedding, a good rule of thumb is to estimate about 80% of your guest list to attend.
If you are having your wedding at The Parlor in New Orleans’ Garden District neighborhood, you’ll likely have a great turnout at your wedding because New Orleans is such a fun city to visit!
3. Is there parking available?
Many New Orleans neighborhoods have fairly limited street parking and off-street parking available. Whatever the parking situation is, this is a detail you should communicate to your guests. Your wedding website is a great place to share this information! If there is no parking lot on-site, is there a public parking lot nearby that your wedding guests can utilize? If there is parking on-site, is there valet service available? If so, can that be covered by the hosts, or what is the cost per vehicle? If there is no parking readily available at your venue, you may want to encourage your guests to utilize public transportation, Uber, or Lyft for the evening. Most guests are more than happy to hail a ride since they will be enjoying some cocktails throughout the evening!
4. Are there preferred vendors we are required to utilize?
Many venues have created relationships with outside vendors that provide goods and services they do not have in-house. For example, if an event venue does not serve food, they may have preferred vendors for catering needs. Some venues have a list of vendors that hosts must work with. This is typically because these vendors are familiar with the venue owners’ space, rules, and restrictions. If you have a particular restaurant you have set your heart on to cater to your wedding, you will want to avoid locking yourself into a venue with contracts with another catering company.
If you’re someone who does not want to have to coordinate many different vendors, try to look for a venue with most of these items included in your rental cost or at least have them available in-house. For example, The Parlor at The Pontchartrain is a perfect space because you have the team at Jack Rose catering your event. You won’t need to worry about working with another planner or salesperson at another restaurant or catering vendor. Plus, the food is delicious!
5. Is there sound and AV equipment available?
Whether you’re having a DJ, a live band, or connecting an iPhone to some speakers, you will likely need to plan how your guests will hear music at your event. In addition, if you have a live band, you may need to source a small stage from a rental company. Also, chances are someone will address the group at some point during your wedding. Therefore, you will need access to a mic that connects to the sound equipment. These items can easily be sourced from a rental company, but the availability on-site goes back to the cost estimate and budgeting exercise.
6. What is the availability of the space before and after our event?
Again, this may be an additional cost, so it’s best to know upfront what additional fees you may be looking at. Most venues will give you access to your event space for at least 4-6 hours before your event, but there may be additional expenses if you need more time to set up. The reason why is because the venue then has to have their staff on-site for additional time, and that labor needs to be covered. Also, if you need to leave decor or other items at your venue overnight after your event, there may be some storage fees to cover.
7. What are the booking and cancellation policies?
While you may not want to imagine a scenario where your event is canceled, the reality is you should plan for the possibility. Be sure to discuss the payment plan expectations with your venue, including the deposit and cancellation policy.
8. Does the venue have liability insurance, or how can we purchase coverage for our event?
Many venues require event organizers to carry liability insurance. The purpose of the coverage is to help pay for medical expenses in case a guest is injured. While you hope this is not something you’ll have to use, it’s an important topic to discuss when booking your event.
9. If part or all of your space is outdoors, what are the weather contingency plans?
If you’re hosting an event outdoors in New Orleans, you definitely need a weather plan! It rains year-round, and it rains almost daily during certain times of the year. Your contingency plan may be renting a tent for your space or being a separate indoor option. No matter what the plan is, it’s best to always have one in your back pocket for an outdoor spot. If your New Orleans outdoor venue does not have a contingency plan for less than desirable weather, you may want to reconsider if this is the right place for your event.
10. Are there guidelines or restrictions for decor?
Do you have a dream of exiting your wedding surrounded by your guests holding sparklers for that perfect photo op? Do you want to have candles on all of the tables? There are items you should check with your venue coordinator about to ensure your decor dreams are allowed. While glitter may be off the table, some other options are likely available for you to make your venue sparkle.
You should enjoy the planning process for your wedding! To avoid any last-minute surprises, be sure to create an extensive list to ask your venue coordinator during your first walk-through. Every venue may not have all of the items on your wish list, but you’re sure to find one that’s perfect for your wedding day.