– Searching for a wedding venue: choosing a type of wedding venue
– When to search for a wedding venue?
– How to search for a wedding venue?
– Step 1: Search for a wedding venue to rent
– Step 2: Finding an agreement with the rental company
– Step 3: Optimise the visit to the rental wedding venue
You have an event to organise, and you need to rent a venue: research, a rental contract, venue visit; here are some tips to quickly find a venue that meets your requirements, without unpleasant surprises!
Searching for a wedding venue: choosing a type of wedding venue
Before starting the search for a wedding venue, it is essential to know which type of wedding venue to choose.
For that, it is advisable to define:
– your budget;
– your desires:
◦ type of wedding venue,
◦ outdoor space or not, etc.;
– the capacity sought:
◦ for a reception with meals or seating you need at least 1.5 m² per person,
◦ for a reception without seating, it is necessary to count at least 1 m² per person ;
– The desired services and amenities.
When all these criteria are defined, it is possible to start looking for a wedding venue.
When to look for a wedding venue?
It is important to keep in mind that wedding venues are often reserved from one year to the next. Therefore, it is essential to do your research at least several months before the desired date or even more than a year before certain ceremonies such as wedding halls.
It would help if you set aside some time to do your research in advance and visit the venues.
When a wedding venue corresponds precisely to what you want, do not hesitate to book it immediately.
Searching for a wedding venue: how?
A search for a wedding venue can be done in several ways:
– you can contact the town halls of the different communes that interest you;
– you can ask for information from the associations;
– on the internet:
◦ either by visiting websites specialised in wedding venue rental that offers a directory of wedding venues in the region you are looking for,
◦ or by searching directly on the websites of local authorities;
◦ or by using web directories;
– with your network of acquaintances.
1. Search for a wedding venue to rent
To find a wedding venue to rent:
– Ask the town hall of your place of residence for information: town halls often offer one or more places for rent. You can also apply to the city hall of a town other than your own, but be aware that they sometimes charge higher prices for non-residents.
– Alternatively, municipal employees may be able to provide you with information on individuals and companies renting wedding venues. You can also turn to:
Summary 1. What is a wedding planner? 2. What is the role of the wedding planner? 3. How to find that special person?
If you lack the time and energy to organize your wedding, why not call a wedding planner? He will manage everything for you from A to Z or just a part of your wedding. You should know that this concept comes from the United States and that it has been widely used for more than 50 years, it is a profession in its own right.
1. What is a wedding planner?
There are two possibilities for the wedding planner: – He will take care of all the wedding preparations and the planning of this fabulous day. – He will manage only a part of the wedding planning.
The wedding planner will, therefore, manage the preparations from A to Z until the “D” day, that is to say:
He can also accompany you in more personal choices, such as:
– Wedding attire; – wedding rings.
On the “D” day, he will be a real coordinator: he will of course be on site to manage all the last minute unforeseen events and the smallest details to make this day an exceptional success.
Management of the wedding
You don’t have to entrust everything to him; you can ask your wedding planner to intervene only on a part of the organization of your wedding.
For example, he can be present on the day of the wedding celebration to oversee all the preparations and the day’s progress.
2. What is the role of the wedding planner?
Before and during the wedding
The wedding planner must have a lot of quality and talent, namely: be meticulous, have a sense of initiative, know how to anticipate, be quick, efficient, have good interpersonal skills, be diplomatic, know how to communicate.
He has to offer you tailor-made services, that’s why you call for his services. His major asset is that he is a good negotiator. He knows many quality service providers to satisfy you and lighten your budget. He will, therefore, get information, call, visit the premises, taste, test, and compare prices.
Once he will have all the elements in his possession, he will debrief you on his different searches, you will only have to decide and choose what suits you best in all serenity and especially without stress on the “D” day. You will be able to fully enjoy this unique day as well as your guests. His role will be to act as the conductor by coordinating the service providers and centralizing the information.
After the wedding
The wedding planner will also be able to manage the after-wedding in the following cases:
– take care of the refurbishment of the reception hall; – sending out thank-you cards; – contact the wedding photographer and cameraman for the elaboration of the wedding photo album and the wedding film; – manage the administrative part.
3. How to spot that special talent?
The wedding planner should be contacted at the beginning of the organization of your wedding: 10 to 12 months before.
There are several ways to find a good wedding planner:
word-of-mouth: the most efficient way to contact your quality service provider. the eternal yellow pages; the websites specialized in marriage; peel the magazines; taking down names and contact information on TV shows.
Questions to ask your wedding planner Once you have selected several wedding planners, make an appointment with them, and ask them the right questions, such as:
– Is the staff competent and do they have the necessary know-how for the wedding? – What are the wedding themes he can offer you and what are his rates?
Ask to see their portfolio, photos, or videos to get an idea of their work and whether it corresponds to your selection criteria. Don’t hesitate to tell him all your wishes and your story. He needs to get to know you in order to elaborate on a wedding that resembles you and that is in harmony with your couple.
Last but not least, he must stay in regular contact to find out how the organization of your wedding is progressing and to reframe it if necessary. He must be available and listen to you, and not influence you.
You are in the middle of preparing your wedding, you have organized a wedding planning so that you don’t forget anything. Getting married with your loved one will be the most beautiful day of your life, you want it to be unforgettable. For this, the choice of the wedding hall is decisive.
Where to rent a wedding venue?
Whether your wedding is country, romantic or sumptuous, you will have to quickly get down to work to find the right place for your wedding.
Also, the wedding hall must be in harmony with your party and will have to adapt to the style of your wedding. Therefore, there are many private spaces or various public places that can be rented to celebrate exceptional events.
You can opt for :
– private castles;
– farms, inns and other restaurants;
– theatres which have many rooms available;
– palace lounges;
– festival halls;
– large estates equipped with gîtes for the accommodation of your guests;
– barges which offer a more unusual side.
Different tools can help you to carry out and target your various searches, such as :
– word-of-mouth does not go out of fashion either and offers excellent results.
If you have the possibility, you can also decide to receive your guests in your rented estate, or that of a relative park. In this case, think about renting a wedding tent, if sometimes the weather is not suitable.
How to choose your wedding venue?
As a first step, you should start scouting at least one year before the wedding date because the most sought-after and high quality wedding halls and venue are very much in demand. And, you don’t want to be on the waiting list for too long!
Getting the wedding hall rented on the date that suits you will therefore be a priority. Choose a location that is suitable for both families and friends, not too far from the church or the town hall so as not to lose half of the guests.
The party is for everyone, it would be better to avoid climbing stairs that are not always accessible to the elderly.
After you have found several places that suit you, all that remains is to make the final choice, do not hesitate to visit the selected rooms and especially the place where the reception will take place, leaving nothing to chance, go through all the practical details with a fine-tooth comb.
Criteria to be taken into account in the choice of a wedding hall
Ask yourself the right questions, namely :
– The number of guests:
◦ It will define the size of the hall, the number of seats available, the type of tables, the plan of the hall.
◦ It is preferable for the tables to be round for more conviviality and not too far from each other as this could lack warmth. Think about your wedding table plan.
– Small, friendly spaces can also be a plus :
◦ You can customize a room especially dedicated to children who can be entrusted to a wedding babysitter,
◦ A rest room to relax and/or for the elderly.
– Will the vin d’honneur take place in the same room?
– Make sure you have enough room for your wedding’s entertainment: sound equipment, orchestra, various games.
– Is there enough room to dance?
– What kitchen equipment is planned and available: stove, refrigerator, sink, freezer…
– Are there enough toilets?
– Is the room heated if your wedding takes place in winter?
– Is the venue and its surroundings secure?
– Is the parking lot large and convenient enough to accommodate all your guests?
– At what time does the rental end?
Don’t hesitate to ask for information and testimonials from people who have already been married in this location. Ask for advice from your friends and neighbours. You can also entrust the organisation of your wedding to a wedding planner.
Cost of a wedding hall
It is important to consider your budget when choosing your wedding hall. The cost varies according to the location, the surface area and the equipment provided. Remember that a down payment allows you to “block” and quickly reserve the reception hall.
Ask how the price of your room is charged, what is included in the price:
– The material (kitchen equipment)?
– Are tables and chairs included?
– What about insurance in case of an incident?
Prices vary according to the style of your wedding hall: a manor, an estate or luxury residence, a castle, or a prestigious wedding hall.
Don’t forget to add the cost of your personalized decoration to this budget.
Good to know: Be aware that prices decrease significantly out of season.
Are you organising a wedding, party, conference or meetup anytime soon? The first thing on your to-do list is finding a venue (because no gathering can happen without somewhere to host it). However, choosing the ideal location for your function can be a stressful puzzle not to mention the never-ending list of things to consider – the venue’s price, location, size, services, amenities, just to name a few…
But, why is there so much fuss about choosing the “right venue” after all? Why can you just not pick up something that suits your budget with the basic amenities? While a place may look picture-perfect on paper, the reality can sometimes be very different. To lighten the load, we’ve put together a few tips on how to find the ideal venue for your get-together – making your planning process a breeze! (you’re welcome, you’re welcome).
Get Crystal Clear on What You Want
But where to start? Planning an event is an endless series of forks in the road! So much goes into it… From creating the guest list, finding the right vendors, staying within your budget to coming up with an event hashtag, there are a million different things to do! Knowing precisely what you want is paramount before setting your heart on a space!
Finding a place for your get-together can be a good start. However, it should be chosen carefully! Deciding upon the best venue sets the tone of the entire event and is critical to its overall success. Just like the domino effect, each decision has an impact on the next and, ultimately, your guest’s experience. So, don’t rush to the first place that pops up without exploring other options.
Who will be your guests? Will it be a straitlaced corporate crowd or a jolly one? If you are hosting a meeting gathering with many technology industry professionals, you might consider choosing a venue that can accommodate their needs. If you find a place without Wi-Fi or facilities to set up some tech-tools, this may not be the right place for you.
Set Your Budget
Your budget is the backbone of your event – no money, no party! Booking your event’ site generally drains most of your planning budget. Therefore it’ s wise to stretch your dollar for all it’s worth.
Before choosing a location, make a list of absolute essentials you’ll need on-site and find all options within your budget. Do your size and your budget match? If not, do you need to cut numbers? It’s always wise to choose a location that fits your budget. You can decorate a space to be more “you”, but this cannot be done if you’ve blown your budget on the venue itself.
Once you’ve found a suitable location, don’t hesitate to negotiate prices and ask for a sample invoice to get an overview of everything you’ll be billed for – this will only help save you money in the long run.
What Does the Venue Provide?
Every venue features different levels of service and facilities. When choosing your setting, it is always recommended to have an itemised list of what is offered or not. Everything must be taken into account, from the location’s security, restrictions such as noise or photography), additional fees (like a corkage fee, overtime fee or cancellation fee), equipment (such as audio-visual equipment) and so on. And if you are hiring a ballroom, they can supply you with whatever you need (all you need to do is turn up!). Some venues might simply provide you with space, and you’ll have to rent a caterer, seats and other amenities.
If you choose to entrust the catering to your selected establishment, feel free to inform them about your particular food preferences, whether the meals should be halal, vegan, kosher, etc.
Arrange for a menu tasting session and check reviews to verify whether their catering services are up to par – this will help you determine if you should consider other options. Organising a food corner will undoubtedly bring some pizzazz to your party, but you should also ensure that all necessary elements are available to prepare or reheat the food. (In short, you need to think of everything when planning a meetup!)
Size it Up!
Will my attendees fit? On top of the budget, one other crucial aspect to consider when planning an event is the number of guests – This will help you quickly eliminate many venues based on their capacity alone. (saves you time!) It’ s always helpful to have a rough estimate of the number of guests you are expecting before making your venue selection.
Pick a space that’ s perfect for your event! You don’t want to overcrowd the place by squeezing 500 people in a room for 250, but you certainly don’t want to waste your budget by renting a venue that’s too way too big either (where your event will feel under-attended with everyone gathering in the corners).
Now that you have an overall approximation of the attendance, you can start designing the layout of your event. Is it a banquet, seminar or cocktail party? By booking a suitable venue that is able to accommodate all your guests, everyone will be bright-eyed and bushy-tailed (and the cherry on the cake, you’ll save some few bucks!).
Oh yes, I’m sure your guests’ bladders will need a break at some point during the gathering, so make sure there are at least four accessible bathrooms for every 100 people attending.
What About the Accessibility?
Location, location, location! (Yes, I’ve repeated it three times for emphasis). Are your guests flying in? Does everyone already live in town? If you want your fiesta to boom, its location is a key factor for your attendees. Choose a spot that’s central to as many guests as possible (because no one wants to spend hours travelling). If you’ve got guests coming out of town, a venue within a hotel or close to great hotels is definitely worth considering (if you want to endear yourself to your guests).
But where will your guests park their vehicles? Nothing is worse than not finding proper parking (notably, a free one)! Organising an event is not only about the ballroom or the party theme. It’s also ensuring that all your guests have a place to park their cars or at the very least, making sure the venue is a stone’s throw away from public transportation (a valet service, would be a bonus). An accessible and convenient location always wins!
Weather and Date
Did you know that the season and the dates can play a significant role in the achievement of your get-together? While the weather is as unpredictable as Money Heist, you can at least hope for a snug room overlooking a fireplace in the winter and a sunny, warm day for your outdoor party in summer. And don’t forget: If ever your selected location is none other than a charming garden, make sure there’s a plan B (and C, and D…) in case of a downpour! (hopefully, the odds will be in your favour for your big day!)
Talking about the odds, if you want your event to be held on your preferred date, the best thing to do is to book in advance, especially in peak seasons! Yes, yes, I see your question coming… Of course, when should you hire? The answer is as easy as ABC: as soon as possible! Check with your manager about the best booking time and get on it at the earliest, before you run out of places!
However, if you can’t plan your event beforehand, you can check out the last-minute deals offered by some venues (but you shouldn’t really rely on this last option, though…)
Go with the Theme and Make Your Event a Memorable One!
People are used to traditional spaces that look the same (and sometimes monotonous). But you don’t have to be wishy-washy, try something more daring, like being unique? Dare to be quirky and host your event in the most original setting in town with a uniquely oh-so-beautiful decor that will entice your guests to tuck into your party and post about all of it on their Instagram. (#EventOfTheYear).
Choosing a venue will be easier and more specific if your event has already a certain theme or style. The site’s layout must correspond to your function’s theme. If you’re going for a black-tie affair, holding your event in a night club probably isn’t the move (even if it’s perfect in every other way). You may be able to fancy-it-up with your own decorations, but there will also be a ballroom somewhere that’s far more suitable. That is why it’s better to ask questions regarding your desired style and seating arrangement during the search process so you won’t get stuck with an unsuitable venue for your theme in the end.
Handy Bonus Tip
After ticking all boxes on this ultimate checklist, it’s time to identify your go-to person at the venue – Having someone to handle any problems encountered (during the function) will greatly contribute to the success of your event.
Get Up Close and Personal!
Just leave your computer and visit some few venues on your shortlist! Of course, photos offer a vivid picture of the place, but to really understand the space and visualise your event, you’ve got to get up close and personal.
Ask an Expert for Help
Hosting an event and looking for the perfect venue that would suit your needs in the outskirts of Melbourne? Whether you are organising a corporate reception, conference, baby shower, wedding, birthday party or any other gathering, Sandown Regency Function Centre got you covered! This stunning venue will cater for all occasions all through the week.
You are in the
middle of preparing your wedding, you have organised a wedding
planning so that you don’t forget anything. Getting married to your
loved one will be the most beautiful day of your life; you want it to
be unforgettable. For this, the choice of wedding place is decisive.
Where to Rent a Wedding Hall?
Whether your wedding is country, romantic or sumptuous, you will have
to get down to work fast to find the right place for your wedding.
You have identified several places that suit you, all that remains is
to make the final choice, do not hesitate to visit the selected rooms
and especially the site where the reception will take place, leaving
nothing to chance, go through all the practical details with a
Criteria to Take Into Account When Choosing a Wedding Hall
Ask yourself the right questions:
The Wedding Date
First of all, it is essential to determine one or more desired dates.
Weddings are most often held from April to September. During this
period, wedding halls are in high demand, and it is necessary to book
the hall in advance.
To be sure to have a wide choice, it is preferable to choose your
date at least one year in advance or to opt for a wedding during the
fall or winter season.
Renting a hall is one of the most critical parts of the budget in the
organisation of a wedding. It is essential to determine a budget to
be allocated to the rental of rooms.
Once the budget is determined, it is possible to focus your research
and choose among the rooms that best suit your needs.
It is essential to define the place where the wedding will be
celebrated to facilitate the choice of rooms.
For practical reasons, it is preferable to choose a room located
close to other places of celebration.
However, it is also often recommended to find one not far from where
the bride or groom lives or where their family lives.
Once a region or commune has been defined, the future spouses can
choose the one that suits them best from among the proposals.
The Number of Guests:
The choice of a room must take into account the number of guests
Indeed, it is essential to choose a capacity that is neither too
small nor too large concerning the number of guests.
But if the guests come from different regions, it may also be
preferable to choose a room that offers accommodation, or is located
close to hotels.
It will define the size of the room, the number of places available,
the type of tables, the layout of the room.
Will the Vin D’ Honneur Take Place in the Same Room?
Think about your wedding table plan. It is preferable that the tables are round for more merriment and not too far from each other as this could lack warmth.
Small, Friendly Spaces Can Also Be a Plus:
You can customise a room specially dedicated to children who can be
entrusted to a wedding babysitter and a restroom to relax for the
Is There Enough Room to Dance?
Make sure you have enough room for your wedding’s entertainment:
sound equipment, orchestra, various games.
Other miscellaneous details:
– What kitchen equipment is planned and available: stove, refrigerator, sink, freezer…
– Are there enough toilets?
– Is the hall heated if your wedding takes place in winter?
– Is the venue and its surroundings secure?
– Is the parking lot large and convenient enough to accommodate all your guests?At what time does the rental end?
Don’t hesitate to ask for information and testimonials from people
who have already been married in this location. Ask questions to
neighbours if possible and don’t hesitate to ask your friends for