Start Me Up! - Part 9

This week we will be taking a look at some questions you may want to ask a venue when you conduct a site visit. A site visit is simply an appointment that you make with the venue’s sales staff or another representative. They typically greet you, give a brief (or extensive) tour of the property, and have a sit down to chat for a few minutes. Often they will give you some information about their property to take away and it’s that simple.

I have had site visits take 15 minutes, or up to an hour and a half! To be on the safe side, it’s not a bad idea to give yourself about 45 minutes to an hour per appointment from arrival to departure.

While conducting your site visit, about 50% of the time will be spent with the representative describing and pitching their property – explaining why every single one of your clients (or potential clients) should have their wedding there. 20% will be spent chatting about yourselves, your company, and your history in the business. Ideally a little professional or personal camaraderie will follow - but it is absolutely okay and normal if it does not. Business is business and although this industry tends to lend itself to professionals with a more jovial or celebratory nature, that is not always the case. Plus, sometimes people are just tired or have bad days!

The other 30% of your meeting should be spent with you asking questions about the venue. This can be all in one shot at the end of your meeting, or during the pitch from the salesperson as he or she gives you the tour. Either way, it is imperative to ask intelligent and thoughtful questions. It will show the vendor that you are a legitimate professional and frankly, it is extremely helpful to know as much information as possible in case a client comes to you looking for venue recommendations.

Please find the below list of questions. I recommend that you tailor each to your specific style and needs, Not all of these questions are relevant for every person and every venue, you should only refer to this as a good starting point for your own (likely shorter) list. As you will be the advocate for your client and this is in turn YOUR event as a planner, take ownership of this role you are carving out for yourself and exude confidence at all times.

Questions to ask:

• What is the facility rental fee?


• What is the cost—for food? (sites typically offer more than one menu package; determine which menu package you will most likely utilize for your wedding reception—and use that amount in determining your estimate.)


• What is the cost—for beverage? (save time by having an idea of what beverage package you would like to serve, whether a full bar, limited bar or non-alcoholic bar)


• If you can hold your ceremony on site, what is the ceremony fee?


• What is the set-up/break-down fee? (some sites charge per chair, others charge a lump sum)


• What is the staffing fee? (including bartenders, waiters etc.)


• What is the overtime fee?


• Is there a fee for security personnel?


• Is there a fee for parking or valets?


• Is there an official Wedding Package? What is included? Make sure all the basics are included:


• Facility Rental?


• Food and Beverage?


• Ceremony on site?


• Set up and Break down?


• Staffing?

Other items that may or may not be included:

• Cake? (if so, how many does it serve? Can you customize the design?)


• Flowers? (does the package include all floral, or just buffet arrangements or bouquets? Can you customize the arrangements or do they only come in standard varieties?)


• Linens? (what do they look like? How many?)


• Is purchasing the wedding package a requirement? (Many facilities allow brides the option of purchasing the entire package, purchasing a partial package and eliminating specific items or foregoing the wedding package altogether.)


• Determine what essential services the reception site provides and what you must contract from an outside vendor:


• Is there an in-house caterer or a list of preferred caterers? If so, are they the exclusive caterers, or can you provide your own?


• Are there on-site kitchen facilities? (off-site caterers will charge extra if they have to bring their own stoves and refrigerators)


• Does the reception site have a list of recommended vendors? Can you hold your ceremony on site? If not, are there suitable locations nearby?


• Does the reception site provide staff such as an on-site coordinator, bridal attendant, waiters and bartenders?


• Does the reception site provide items such as tables, chairs, plates and glasses?


• Does the reception site provide adequate parking space or valets? What are the costs involved?


• Does the reception site provide on-site security. What are the costs involved?

Site Amenities

Some important extras that may help you determine the perfect venue for your wedding reception:

• Are there changing rooms for the bridal party? A bridal suite?


• Does the facility provide guest accommodations or are their convenient locations nearby?


• Is there a bar area or can one be set up?


• Are there picturesque locations for photo opportunities? Both inside and out?


• Is there a dance floor?


• Are there sufficient restroom facilities?


• Is there, or can you set up, a coat room?


• Contract Terms


• Don’t forget the conditions of the contract! Make sure it meets your/client’s needs.


• What is the length of the facility rental? Is there an overtime fee if your event lasts longer?


• Do you have use of the entire reception site? If not - what areas can your party use?


• What is the deposit and when is the remainder due?


• What is the cancellation policy?


• Does the site have any music or noise restrictions?


• Are there any decorating restrictions?


• Will there be another party during, before or after yours? If so, how will this affect your event?

xx,
Belle

Comments

[Car Valeting Surrey]

Hi, what a useful list and transferable to here in the UK. I noted some restrictions on entertainment licenses (ie if you can have live or recorded music in a venue) especially tricky for a few venues I visited.

Thanks for posting.