It’s
the most important factor in real estate and it should be
considered the most important decision to make when planning
your ceremony and reception. There are many factors that go
into deciding a location and usually cost is the first and
foremost. Everyone wants a beautiful setting but the
question is can you afford it? Whether your location is free
or costs a bundle there are a few factors you need to
consider before signing on the dotted line.
How big is the venue? Can the site accommodate a ceremony
and reception? Every location will have a maximum capacity.
Some separate their capacities by indoor and outdoor events
and by ceremonies and receptions. When calling around this
should be the first question you ask if you have a large
guest list. It could speed up your search immensely if you
find out the locations you are calling have a 50 person
limit. Usually halls, hotels and larger estates can
accommodate the bigger receptions. Wineries, small estates
and private residences often have limited space.
What’s included? One would think with a R50,000 site fee
something would be included in that price? Not necessarily
and not usually. The more desirable the site the more they
can charge. Always ask what’s included. Sometimes sites will
include things like tables and chairs, maybe even white
linens. This could save you some money on rentals. Venues
that are already set up for catering, such as hotels or
community halls usually have these basics. Private
residences and estates are at the top of the list when it
comes to high cost receptions. They usually do not have the
space or the desire to keep rentals on hand so you have to
bring or rent everything for the event and this could cost
you a pretty penny.
What are the restrictions? When reading through a location
contract you will always see a section of restrictions. This
is to protect everyone involved. Some may seem silly, others
too strict, but they are rarely negotiable. One of my
favorite restrictions is “Only water is allowed in the
fountain.” This came about because a not-so-sober bride
jumped in it with her wedding dress on. Here are some you
are likely to see:
• Curfew: Some sites have a curfew because of the residents
living nearby. Some will say no music past 10pm others may
say no guests past 10pm. Just make sure it works well with
your timeline.
• Alcohol: To drink or not to drink, some sites will not
allow a full bar. These venues have it written on their
insurance rider that guests can not bring outside alcohol
onto the premises. Usually wine and beer are okay. Just
check if you are considering a full bar.
• No cars on site. If you have a large guest list and the
ceremony or reception is at a private residence, up a windy
hill, you may see “need transportation” in the contract.
This means no cars are allowed to park in front of or around
the residence. In this case a shuttle or valet service will
be required.
Ask for preferred vendors. An established site will have a
list of vendors they work with often. Some of my clients, in
the past, have concern about working with “preferred
vendors” because they think it will cost more. Well, it’s
quite the contrary. In the long run, if you work with a
vendor who knows the location they usually have many smart
ways to save you money and time. Plus, it makes your life so
much easier if you don’t have to second-guess everything
they do. If they know the space, they’ve seen what works and
what doesn’t and less things fall through the cracks.
Practice makes perfect.
Plan B. No one likes to think about their wedding day not
being perfect but make sure the site is set up for changes
from Mother Nature or anything else thrown your way. If any
part of your event is outdoors make sure you have a rain
plan. Can you rent a tent? Can you move the party inside?
What is the last day to cancel? If you do cancel, do you get
any of your deposit back? You probably won’t need to act on
any of these but just in case you’ll be prepared.
Go with your gut. If you have the fortunate situation that
you can’t decide between two or three locations go with what
feels right. Imagine yourself walking down the aisle. Try to
envision the reception set up. If it’s outside, will there
be flowers in bloom? If it’s inside, will it be easy to deck
it out. Whatever you choose the venue will set the stage of
what’s to come.
It’s
the most important factor in real estate and it should be
considered the most important decision to make when planning
your ceremony and reception. There are many factors that go
into deciding a location and usually cost is the first and
foremost. Everyone wants a beautiful setting but the
question is can you afford it? Whether your location is free
or costs a bundle there are a few factors you need to
consider before signing on the dotted line.