General Tips

What to ask the Venue Manager

• When will we need to provide final guest numbers? 
• What is the minimum number required for the Ballroom, and are children included in this number? 
• How many staff will be provided on the day - waiting and bar? 
• Is there a smoking area off the ballroom? 
• Is there a choice of table shapes, i.e round, square. 
• How many can each table seat - how many tables are there? 
• What table layout do you recommend? 
• Will there be someone I can liaise with who will be there on the day? 
• What are the arrangements for greeting guests as they arrive? 
• Do you number the tables or do we? 
• Can you play music during the meal - CD? 
• Will a staff member handle this, or will we need to find someone? 
• Is there a stand for the table plan? 
• Can a member of staff act as 'toastmaster' - announcer for speeches, cake cutting etc? 
• What is the payment schedule? 
• Who will be supervising on the day of the wedding? 
• What costs are incurred if the guest numbers change last minute? 
• Is there flexibility on the cost of the bar extension? 
• Is there a limit to the number of day and evening guests? 
• Are there any noise restrictions, e.g. for the band? 
• Are fireworks allowed (not necessarily required, just checking!)? 
• Do you include the bridal suite free of charge? 
• Do we get a free night on our 1st year anniversary? 
• Do we get a reduced rate for the night before the wedding? 
• Is it possible to have hairdressers and make-up artists come to our room on morning of the wedding. 
• How can we ensure that rooms are reserved for VIP guests only - does this require a deposit? 
• Is there a room we can safely store gifts, etc during the day (other than a bedroom)? 
• Will you inform us if there is another wedding on the same day as ours? 

• Does the hotel provide a cake stand and what type is it? 
• Is there a cover for the stand? What colour is it? 
• When is it cut? How much is cut? 
• Does hotel provide a cake knife? 
• When should the wedding cake be delivered, and where will it be stored? 
• Can we use wedding cake as dessert?

Decorations

• Who is responsible for decorating the venue - when is the room available? 
• Who will decorate the tables? 
• Can we have tea-lights/candles on the tables? 
• What chair covers can be provided? 
• Would someone be able to collect the decorations after the event, and we will arrange to have them taken home the following day? 
• Do you have any restrictions on decorations? 
• What is the china/glassware like? 
• Is confetti allowed outside of the building? 
• What flowers/decorations, etc are provided? 
• Do you provide flowers for the top table? 
• Will there be linen table cloths and napkins? 
• Will someone be able to collect any decorations that we've brought so that we can collect them at some point after the reception? 

• How is it displayed? 
• When do we need to let the hotel know the names & numbers of guests and seating plan? 

• How long should we allow for reception drinks, meal, etc? 
• What is the best time that the evening guests should arrive? 
• At what time should the wedding cake be served? 
• What time will you serve the evening buffet? 
• How long will the meal take to be served? 
• What time should we book band? 
• What time does DJ have to end? 
• What time is bar closed at? 
• What time is residents bar open until? Is there residents bar? 

• What is the check-in/out time for overnight guests? 
• How will people buy additional alcohol during the meal? 
• Is there anywhere for guests to store coats, bags, etc? 
• Will there be someone on hand to arrange taxi's for departing guests? 
• What time is breakfast served in the morning? 

• How much of a deposit is required? 
• Percentage required before/after the day (proforma invoice issued)?
• Is the service charge included?
• If the numbers are slightly out on the day, will it still cost?
• Method (Credit card/cheque/cash)? 
• When does the balance need to be paid? 

• How much for each package? 
• How many shots will they take on the day? 
• When do they start and finish? 
• How many shots in the album? 
• What is the style of photography - candid or formal or traditional? How long after the wedding will they have the album ready? 
• Do they insist on a meal, or to be in the seating plan? 
• How much for re-prints? 
• How much for parent albums? 
• Do they do Black & White?
• Do they supply all photographs taken in CD or proofs? 
• Do they have a full set of backup equipment - in case a flash goes, etc? 
• Is there indemnity insurance? 

• How much to play for the wedding? 
• How much to pay for the deposit? 
• Can you go to hear them perform live somewhere in the near future? 
• Can you pay by credit card, cheque, cash? 
• When does the balance need to be paid? 
• What is the normal set list? 
• How long will they play for? 
• How long does it take them to set up? 
• If you are getting the band's DJ, check that they will not repeat the same songs played by the band 
• How long will the DJ play? 
• Can they do some Special requests for you? 
• Can they do the first dance song? 
• Do they take a break, and if so for how long? 
• Will they allow guests to get up and sing if they would like?