Searching for a wedding venue involves more than many people first consider and finding the right venue can bring a mine field of choices. You start by creating a list of requirements that your perfect venue should match and then research the potential locations you are considering. Remember your wedding day only happens once so the more you plan the better the result.

Venue Search

Recommendations from friends and family who may have been through a similar search for their weddings is a great starting point. They may have brochures of venues that they have visited previously and may already have key contact points within the venues. Indian weddings are typically large affairs so starting your venue search earlier, possibly a year in advance is highly recommended.

You may want to consider our wedding co-ordination service where we can take the hard work out of searching for venues, all we ask is for you to give us your requirements and we will do the rest.

Contacting Venues

When you have narrowed down the list of venues, contact the main point of contact at the venue who is normally the Event Manager or Banqueting Manager. Make a general inquiry about hosting your wedding and ask them to send you full details of the venue. If you have left a message make a note of how quickly they respond to you as this is important and determines whether you should go for the venue or not. You should expect a quick, friendly and helpful response, as that person will be managing your wedding. Any delays are just not acceptable!

Wedding Venue Costs

Make sure you find out the costs upfront. This may include the room hire, caterers, decoration, waiters, staff to manage your wedding and cutlery. There are hidden costs which need to be taken into consideration and which need to be considered before making the decision to book the venue.

You may want to go for a hotel where they will give you a complete package for the event, which will include hotel rooms for guests to rest and change clothes as well as the all important honeymoon suite for the bride and groom. You may also want to consider this package if the hassle of catering decisions is not your cup of tea. Many of the major hotels have agreed contracts with Indian wedding caterers which must be used in preference to other caterers. These caterers are normally vetted for quality and health checks and will remove the uncertainty associated with vogue suppliers.

How to finalise the selection

Make sure that you read the fine print. Before making the decision review the logistics. This is where our Event Coordinator will be useful, we will be able to negotiate with the venue and manage the whole event. Or you can use our services to help you make sure nothing is being missed out when booking your venue.

Your Venue will be the most important factor in your wedding so make sure everything is in writing.

Booking a Venue – Questions & Dilemmas

Once you have booked your venue there are many questions you need to run through with your wedding planner at the venue. No matter how small, silly or trivial the questions and dilemmas are, don’t hold back and ask the wedding planner. You are paying a lot of money for the venue so you need to be completely happy with the service and have complete confidence in the wedding planner. Here are a few sample questions you should ask on the day.

Time What time will the venue be accessible from on the day? We require our decorators, florists, mandap supplier and caterers (if there are outside caterers) to be able to set up before the wedding begins, often as early as 6am.

Restrictions Are there restrictions to what we can do with the venue? Are there restrictions on décor, flower petals, fire restrictions for the mandap?

Table Setting What does the venue provide for table décor? For example, tea lights, candles, ornaments etc. What type of table settings are available, e.g. white table cloths or are there other choices? How will the tables be arranged? Do you have sample table plans?

Decorating Is there an option for the venue to be responsible for decorating the tables and providing the materials?

Lighting Who will be responsible for the lighting at the banqueting hall? Are there options for the lights to be adjusted at certain times during the wedding?

Speeches We require A/V capabilities on the day, will you arrange this? Will there be someone on hand if there is a technical fault with your equipment

Drinks Do you charge for corkage? Can we pre-purchase our own drinks and serve them using your staff? Can we purchase drinks through the venue?

DJ’s & Band Will you allow them to set up prior to the event start time? Will you provide them with food and drinks when required? Are there restrictions on the noise levels during the event?

Planning Will the venue provide the full seating place including, place names and menus?

Menu When does the venue require the final menu details? Can you cater for special dietary requirements?

Staff How many staff will be working at the venue on the day? Who will be they be reporting to? Will this person be available to us?

Car Parking Can the guests use the parking facilities at the venue and will it be provided free?

Cloakroom Will there be a cloakroom area provided for the guests.

Toastmaster Do you use a preferential toastmaster, and what is the cost for this?

Rooms the package how many bedrooms are included for the immediate family?.

Other If we decide to have the wedding in the morning and the reception in the evening are there changing rooms that can be used for our guests?