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Ten Important Questions You Should Ask Your Wedding Venue

1/9/2019

23 Comments

 
It's our favorite time of year at Cedarmont! Engagement season! And that also means lots of tours and showings of our venue. We love meeting all the newly engaged couples and hearing their proposal stories and wedding plans. Making our clients dream wedding come true is one of the things that truly makes our job fulfilling  (not to mention sometimes challenging and we LOVE a good challenge!) In Nashville alone, there are so many different types of wedding venues from rustic to urban and everything in between. While finding the venue that fits your aesthetic is important, there are also some other important questions you may not think about that you should be asking venues when you tour.
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  • Do you have liability insurance?​​  If drunk Uncle Joe hurts himself on the dance floor, you don't want to be held responsible. Many venues require that brides purchase their own day-of event insurance, which you should do for your own protection. (We love The Event Helper) But it doesn't hurt to have a venue that has their own insurance (this goes for caterers and bar services too!) At Cedarmont, we have liability insurance and make sure all our vendors do as well. 
  • Do you have a charge for outside vendors? What's the approval process for outside vendors? Many venues only offer all-inclusive packages and will charge a "buy out fee" for bringing in other vendors. So if your caterer friend is giving you a 50% discount you may want to make sure that the venue will let her cater your wedding up front. Many venues will allow outside vendors but charge a "buy out fee" and require vendors be pre-approved. Discuss the approval process beforehand so you can be clear what requirements your outside vendors will need to meet. At Cedarmont, along with an all-inclusive package, we also offer venue packages that don't include vendors so you can pick and choose your own without paying extra fees. To be approved, vendors must have the proper insurance and licensing and not be on our Bad List (like Santa's list if a vendor did something bad at Cedarmont, we add them to our list and we check it twice. However, our list is very short because most vendors we know in Nashville are lovely) 
  • Is alcohol included in my package? Many venues include bartending services but not alcohol in their packages. In order to provide alcohol, venues must also have their liquor license and be insured for host liquor. If you're getting married at a restaurant, hotel or other similar event space it's more likely they include the alcohol in their packages, but many other venues require that the client purchases it. At Cedarmont, we do not include alcohol in our all-inclusive package but do include bartending services which means two bartenders, a bar back and all the mixers. Our bartenders can help clients determine the quantity and where to order from and even arrange pickup but they cannot purchase the alcohol. 
  • Do you have any limits on type of decor? Sparklers, candles etc? It is also common for venues to restrict certain types of decor for safety and housekeeping reasons. Confetti, sparklers, and real candles are often on the "no" list. At Cedarmont, we allow candles as long as they are in the proper type of candle holder. We also allow sparklers but we do not allow paper confetti (have you ever tried to sweep confetti out of grass? It's REAL fun.)
  • Is gratuity included? Are there any other fees I need to know about? The budget aspect of a wedding can be stressful enough. Make sure you know what to expect on your last invoice from your venue. Different venues have different policies when it comes to sales tax and gratuity. Often sales tax will not be included. At Cedarmont, we include gratuity but sales tax is charged separately. The only other fee not included in packages is event insurance which we require our brides to purchase and normally costs about $100. We like to let brides know up front so they know what to expect and can properly budget. 
  • What is your backup ceremony location in case of rain (for outdoor ceremonies)? Everyone loves an outdoor ceremony. It's good to be optimistic and imagine your wedding ceremony taking place on a gorgeous sunny day with a light breeze. However, rain happens. Make sure that you know your venue's rain plan and are OK with it. Whether it's a totally indoor location or some umbrellas and a good attitude, make sure you're aware of the worst-case scenario. At Cedarmont, our rain plan is a ceremony in the reception barn then cocktail hour on the covered porch or in the lobby while your space is flipped into a reception set up by our staff. 
  • How does the end of my reception and clean up process go? At what time does your bar have to close? When do guests have to leave by? How much of your "venue time" is used for cleanup? Packages often say things such as "10 hrs of venue time" but they don't say that one hour of this is used for the event breakdown. Does the staff take down all of your decor? If you brought some decor items when do you need to pick them up or take them home? Because some venues have multiple events in a weekend, they can have strict rules about when things need to be broken down and picked up. Especially if you are not doing an all-inclusive package, make sure you know who is responsible for cleaning up and what exactly that means (chairs stacked? linens taken off tables? etc). At Cedarmont, we have a limit of five hours of open bar so the bar normally closes 30-45 minutes before guests depart. We also require that all guests leave by 10pm allowing for an hour of clean up. In our all inclusive packages, we include clean up and our staff will put together your personal decor items and help load them up and send them home with a trusted friend or family member after your wedding. 
  • How many planning meetings are included in the "wedding planning" package? Is there unlimited phone and email help? Many all-inclusive venues include wedding planning and styling. Find out what exactly this entails and how many in-person meetings are included. Will your planner be readily available by phone and email for any questions and concerns you might have? If they don't include planning services, ask what their policy is on outside planners. Many venues that don't include these services will allow outside planners but they may require you hire one from their preferred list.  At Cedarmont, we include wedding planning & event styling with our all inclusive package. This includes three in-person planning meetings and unlimited phone and email consultations. We also allow outside wedding planners and stylists with our Essentials Package and require a day of planner. 
  • What time can vendors start setting up? What time can bridal party arrive? The allotted rental time for a venue often includes clean up and set up. Make sure that your timeline matches your venue requirements. If you wanted a full morning to get ready and hang with the girls before photos make sure your venue includes more than a few hours of pre-wedding time. Particularly with non-inclusive packages you may want to ask if vendors are allowed to come in before the rental period starts. If not, make sure the vendors you're hiring will be able to set up in the time the venue is allotting. If you have an elaborate floral installation at your ceremony site, your florist may need more than just a few hours before your ceremony. At Cedarmont, we include 12 hours of venue time. For our normal wedding timeline, vendors and bridal party are welcome to arrive at 11am for a 5:30p wedding ceremony and must have cleanup complete by 11pm.
  • Is the reception space climate-controlled? Is there heating or air conditioning? It goes without saying that the South can get hot and muggy. Rustic weddings can be truly beautiful. But do you know what's not beautiful? Fifty people dancing to Black Eyed Peas in a barn in the middle of July. It's swampy, it's sweaty and it is the opposite of what you want on the happiest day of your life. Many rustic venues may not have AC or heat so make sure you pick a date that's a little more conducive to a non climate-controlled space. You paid a lot for that makeup. Noone wants to see it melt off your face in the middle of your dance floor rendition of "Sweet Caroline". At Cedarmont, our reception barn is climate-controlled and has both heat and AC. We did enough July weddings in a tent to make that a priority.
23 Comments
Erika Brady link
5/1/2019 05:47:56 pm

I like your advice to talk to the venue about any restrictions they have for decor based on safety and housekeeping reasons, such s if they don'tallow candles or confetti. This would be useful to determine if you'll be able to have the decorations you want for your wedding reception. While you discuss this, it would probably be a good idea to talk to them about the decor you have planned so that you can ensure it will be allowed and to make sure it will work for the size, location, and other factors in order to determine which venue offers the kind of wedding reception services you're looking for.

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Thomas Jameson link
5/10/2019 02:33:26 pm

I agree that it's important to know what time vendors can set up during an event. I think communication between all parties involved is key. I hope to get a good venue for my wedding and its reception.

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Taylor Bishop link
5/16/2019 12:27:42 pm

Thanks for explaining some things to consider when you're looking for a wedding a venue. You mentioned that you should try to see if the venue will charge for outside vendors. It sounds important to talk with the venue about this especially if the venue may even work with any outside vendors to help your wedding.

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Sam Li link
6/4/2019 02:52:00 pm

You brought up a great point when you said that everyone loves an outdoor wedding ceremony. Renting the right wedding venue is critical when it comes to making your big day memorable. My friend wants to rent the perfect place for his wedding, so I'll help him with his search.

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Angela Waterford link
6/7/2019 01:40:15 pm

Thanks for the tip that I should ask if alcohol is included in the wedding venue that we'll rent from. I think I'll also ask them about clean up so that we'll be aware if we need to hire cleaners for the end of the reception. Hopefully, they will tell us about other fees that we should know about so that we will be able to pay them the amount that they will charge from us.

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Event Planner South Coast link
6/13/2019 01:40:39 am

Marquee weddings are my favorite.

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Alina Megat link
6/20/2019 08:27:05 am

We wish you a lifetime of love and happiness! Thank you for letting us be a part of your blog.

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Callum Palmer link
7/25/2019 11:45:33 pm

Some friends of mine are getting married soon. They have yet to choose a venue and I've volunteered to help them. They don't have much of a set budget so as you mentioned about extras and price, it is something that won't be taken into account.

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Christina Victoria link
8/20/2019 03:50:44 pm

As a wedding photographer, I find lighting the biggest challenge with some venues. Having spot lights that can flood the dance floor can make a huge difference and it makes the reception dance party photos sing.

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Michelle Barnes link
9/5/2019 11:59:33 am

Excellent article! You’ve shed light on a lot of often overlooked aspects to be considered when choosing a wedding venue. Not having a backup venue in case of an outdoor wedding can end up being a huge mistake. While it is important to take a look at your venue’s backup plan for your outdoor wedding, you must also inquire about any additional charges that you may have to pay in that case.

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Colleen Kelly link
9/6/2019 01:35:22 pm

This is so true! When we used to do tented weddings, the sides or heaters/ac were always extra costs that brides didnt think about if the weather wasn't ideal. With the indoor reception area it's much easier and less expensive now to have an easy backup plan.

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Jay Jorgenson link
9/26/2019 03:01:10 pm

My friend is getting married in three months. I like how you mention asking the venue if they have a license to provide liquor for the wedding. Thank you for the information. I'll recommend my friend to hire a venue's service so they can arrange your wedding.

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Michelle Barnes link
10/28/2019 04:08:04 pm

Great article and wonderful tips! Apart from liability insurance, it’s a great idea to get event cancellation insurance. This covers you in case of a natural disaster or illness.

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Ron Booker link
2/18/2020 10:09:08 am

You made a great point that it's important to know what time vendors can set up during the wedding. My wife's best friend is getting married, and she needs to find the perfect venue. We will share with her the article so she can get an idea of what to look for in the venue.

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Austin Saunders link
2/19/2020 11:04:43 am

I like what you said about making sure that you know how much time you'll need a venue for to clean up after your wedding. My sister has been telling me about how she's been working on planning her wedding for the last few days. I'll share this information with her so that she can look into her options for professionals who can help her with this.

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Charlotte Fleet link
2/26/2020 03:51:36 pm

I like that you mention how important it is to know how the end of the reception will go and to know how much they will help with in terms of clean up. My fiancee and I are trying to figure out where we want to have our wedding. I think we should look into a good venue since we want to have a barn wedding and see what they will help with when everything is over.

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Shaylee Packer link
4/20/2020 09:32:13 am

As you mentioned, it is important to find out how many planning meeting are included in the venue package. My sister was recently engaged, and she has always wanted to get married in a rustic barn. I will have to keep these thoughts in mind as we select a venue for her.

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Greg Hampton link
7/22/2020 10:00:30 am

I like what you said about making sure that your wedding venue has liability insurance. My sister wants to plan her wedding in the coming months. I'll share this information with her so that she can look into her options for finding the right venue.

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Destination Wedding Venues in PEI link
7/25/2020 06:40:59 am

I have photographed many weddings now and I am always up for advise and new ideas!

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Zoe Campos link
7/31/2020 01:59:33 am

Thank you for telling me that we should clarify first if the venue charges a fee for outside vendors. We're thinking of renting a banquet hall for our guests so we can avoid any extreme weather conditions but we also want to hire a separate catering service. I'll try to verify this first before choosing the final venue for our reception.

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Rose Hill Wedding Venue link
8/7/2020 03:31:48 am

I liked your suggestion about asking if they have a license to provide liquor for the wedding. it is also important to find out how many planning meeting are included in the venue package. Truly a stunning post, it’s really amazing topic. Thank you for sharing such a wonderful blog.

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Kristofer Van Wagner link
9/3/2020 03:04:15 pm

I like that this post mentioned it is important for us to ensure the wedding decor is in harmony with our wedding theme. My niece is getting married next year. Therefore, I will remind them to ensure the theme is in sync.

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megan alder link
9/24/2020 02:45:05 pm

My fiance and I are going to get married next year, and I'm looking for advice when choosing a venue here in NY. I like that you recommend making sure of what is included in renting the venue and what is not. I want to make sure of what I'm allowed to bring, ad what I'm not so I have everything clear.

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