THE VENUE, THE BACKDROP, AND TONE-SETTER OF YOUR EVENT.

Maybe you are planning an enchanted barefoot wedding or a rooftop vegan birthday extravaganza, venue tours are an opportunity to explore the creative possibilities for your event. However, fundamental questions that could alter the dynamics of your event are often overlooked. To make sure you don’t make this mistake, we have compiled a few venue tour tips.  

CREATE A VENUE MUST-HAVE LIST.

To help hone in on your dream venue, create a list of your venue must-haves. Consider the atmosphere as you walk down the aisle or the experience you want your guest to have the moment they arrive. Although everyone has their own idea of must-haves there are a few key things to consider.

  • Venue Price
  • Date availability  
  • Maximum number of guest
  • View
  • Maximum hours needed 
  • All-inclusive venue 
  • BYO (Bring Your Own) Vs. In-house Vendor

KNOW THE COST BEFORE YOU GO

Does this venue fit within my budget? Price is often the common determinate when choosing a venue. Here’s a little secret, almost everything is negotiable. Some venues will list their rental fees as well as their food and beverage minimums (not including service tax and gratuity) on their website. Contact your must-see venues before scheduling a site tour and request a sample banquet order based on your guest count and tentative date. Keep in mind that prices may differ if your event lands during off-season and peak season. Even if it is a tentative banquet order, you can go into your venue tour equipped to negotiate.

ALL-INCLUSIVE VS. BYO

For vegans, this can get a little tricky since food selection is at the forefront of our minds when planning an event. Although veganism is slowly taking over mainstream, not all venues have shifted their options to accommodate their vegan clients.

If you fall in love with a venue that is all-inclusive meaning, the venue only allows you to use the vendors they recommend, make sure you fully understand what is included. Typically venues that are all-inclusive include rentals (tables and chairs), bar, catering, and your cake. When given the list of their preferred vendors make sure that you contact them to see if they can accommodate your vegan event needs. If you aren’t confident in their ability, schedule a tasting appointment to sample a few of their food options. 

If your venue allows you to bring in your own vendors then begin researching vendors that can accommodate your needs. In this situation, the venue might only charge you to rent their space but keep in mind that the tax and service charge will show up when you book your caterer.

THINGS THAT ARE OFTEN OVERLOOKED

  • Tax and service charges
  • Corkage fee (if bringing in your own alcohol)
  • Clean up fee
  • Double booking (It is typical for venues to book events back to back, make sure that you are comfortable with the idea and the time frame of the other event)
  • Set-up and Clean up hours (some venues allow an earlier set-up with no additional cost)
  • Prices during peak season and off-peak season. 

Picture Credit: Planterra Conservatory