Stop! Do Not Book That Venue Before You Draft a Timeline! Here's Why...
Perhaps it seems odd that an established wedding planner is completely obsessed with teaching couples about wedding venues. So let me explain. Venue selection impacts waaaay more than you think and no offense, but recently engaged couples tend to make purchases led by emotion, not facts.
My goal is to teach you how to evaluate venues like a pro. Let's take a minute to think about your wedding day timeline before you sign on the dotted line.
Timeline Can Create Design Constraints
If your venue is granting just two hours of setup time, that's going to limit your design options unless you can get special permissions. For example, florists will encourage you to select arrangements that can be built off-site and then transported to the venue. If you're dreaming of dancing under a large floral wreath, those often take half a day to install. Curious about other examples?
Escort boards (for example a large wooden board listing out where people sit) are always preferable to individual cards when time is cut short. You just place it and move on to the next project. If you do plan to display individual escort cards or place cards (place cards sit at the guest's individual seat), then the cards must be organized in advance!
Installation pieces like a flower wall, compact floral garland on the gate entry, or really any floral hanging from a ceiling is typically built onsite. When you see a wedding with multiple large floral installations, you can bet a large floral team was there at 8am. If this is your vision and the venue doesn't open to private event setup until 4pm, you're going to need to ask for special permissions and get it clearly written in your contract!
If you select a venue that doesn't have in-house lighting, be sure to connect with a lighting company about your vision. It's popular to see festoon/party lights at weddings, but sometimes that can take half a day for a large courtyard. It's important for those lighting designers to get in before the tables since they are moving quickly throughout the space with ladders. Sometimes lighting designers bring in heavy equipment to hoist the designer up to the ceiling. It can be complicated depending on your vision, so map that out before finalizing your venue contract.
The above photos are by SMS Photography at The Contemporary Austin Laguna Gloria. This level of detailed design requires many hours of setup and a lot of staff working together quickly.
Hair & Makeup Location and Fees
Nearly all weddings have some version of glam time pre-ceremony. Where you get ready depends on your venue's offerings and personal preference. There are pros and cons to every option. So let's discuss:
Hotel Suite - The hotel suite is my personal favorite if you have a lot of out of town guests in your bridal party. It's nice to roll in and out throughout the day and not feel held captive. I love that you can simply order room service if needed, ask for a dress steamer or even plan for spa services. The disadvantage is cost. Check-in to hotels is typically 3pm, so that doesn't work if you start glam time at 10am. Plan to book that suite a minimum of two nights if you're using it for both glam time and the first night of your honeymoon. Oh, important pro tip! Have them refresh your room once everyone leaves so it doesn't feel like a sorority house party when you get back late that evening.
Venue - New venues these days are going all-out on their private suites. If you have all-day access at the venue and expect your girls to be there from the beginning, think of activities and snacks to make it comfortable. Perhaps you start the day with a yoga session and bring in a massage therapist to give neck/back massages throughout the day. Obviously, mimosas are a must, but if you have them leaving the hotel at 9am and the ceremony doesn't start till 5pm, remember you're asking bridesmaids to put in an 8 hour day before the festivities really begin. It's important to make it as comfortable and enjoyable as possible. Note that hair and makeup companies charge fees for travel, so take that into account when budgeting and deciding where to get ready!
Home Sweet Home - Getting ready at your own home or your parent's house can be really meaningful so long as you have a host. What does that mean? Someone who not only provides the music, snacks, and drinks but also knows where the circuit breaker is should you blow a fuse. Also, be sure to think about transportation. Is everyone taking their own cars to the wedding? What about their date and spouses? Who is cleaning up the house when a swarm of ladies rolls out in herd all at once?
Prospect House invites you to spend your wedding day onsite for hair and makeup. The changing suite features white walls, fashionable lounge furniture, fantastic lighting and wall-to-wall mirrors. Photos by Julie Wilhite Photography.
Vendor Setup Happens in Phases
A successful and efficient vendor setup is planned in layers. Think about it: before a florist can place a vase and flowers, they need the catering team to place the linen. Before the catering team can place the linen, they need the rental team to place the table. Before the rental team can place the table, they need the wedding planner to approve its location. Oh, and before for all that to happen, we need to make sure the venue is open and ready for business.
Pro Tips:
If you have a band and a short setup window, ask if the stage and dance floor can come in early in the morning. Bands typically require 3 hours to setup, so they need the stage to be set and ready the moment they arrive.
Be ready to spend a bit more money if you are bringing in a lot of rentals. Setting up quickly requires a lot of bodies. Many hands make light work, but when you're hosting an event you're paying for all those hands!
Make sure someone is setting the load-in of vehicles. If the guy with the tables is stuck behind four other trucks trying to unload, the whole thing can fall apart.
As you probably know by now, every SCOUT venue tour covers 5 topics: Service, Capacity, Outdoors, Utilities and Travel. We tour the private changing areas of every venue in the service section, so be sure to watch that chapter if you're considering a specific venues. In fact, go watch that chapter now!