As you embark on the exciting journey of planning your special day, newly engaged couples often find themselves consumed by the quest for the ideal wedding venue. Having a comprehensive guide to selecting the perfect setting is invaluable, but once you’ve narrowed down your options and initiated communication with prospective venues, it’s time to conduct a thorough evaluation.
To help you make an informed decision, we’ve compiled a thoughtful list of questions to ask during your site visits (available for download at [link])
The Initial Questions to Ask a Wedding Venue
To ensure a seamless wedding planning experience, we’ve put together a comprehensive list of essential questions to ask your potential wedding venue. These inquiries cover all aspects of the big day, helping you identify any potential issues early on. There are two crucial questions to consider before even approaching a venue:Are there enough seated spaces available to accommodate your guest list? Is your desired date still available?
Beyond these fundamental questions, it’s essential to explore other vital details with your potential venue. This list provides a broad overview of the key things you should discuss to avoid any unpleasant surprises later on. While some points may not be relevant to your specific situation, feel free to skip over them as needed. As you visit multiple venues, take note of their answers for easy comparison later.
Ceremony
When it comes to planning your special day, you may be wondering about the logistics of your ceremony and reception. Let’s start with the basics: which rooms are licensed for ceremonies at this venue? Are they the same spaces where you’ll hold your reception, or will there be a changeover plan in place to convert from one atmosphere to another?
If you’re looking for some flexibility, are there any alternative or outdoor locations available for non-legal ceremonies, such as intimate gatherings with close friends and family? And finally, don’t worry about getting creative – are confetti and other celebratory elements allowed?
Food & Wine
At Virginia Park Lodge, we’re delighted to offer a range of inclusions that make your event truly unforgettable. Our complimentary menu and wine tasting are available for groups of varying sizes, with wine choices that cater to diverse tastes. Upgrades are also available at an additional cost. You won’t be charged a corkage fee, and we’ll work with you to accommodate special dietary requirements, including gluten-free, vegetarian, and other options.
We’re happy to serve dinner the night before or host a BBQ the day after your main event. For late-night indulgence, our bar staff is available until 11 PM, serving up signature cocktails upon request. Meanwhile, our cocktail hour or drinks reception takes place in our beautifully appointed lounge area, where you can mingle with guests and enjoy an assortment of refreshments.
We’re committed to ensuring that all guests feel welcome and cared for, whether they have food allergies, intolerances, or other dietary needs.
The Reception: Decor & Styling
When it comes to crockery, linen and cutlery, what’s included in the package is a thoughtful consideration. The type of tables available vary in shape, size and top surface, with different options to suit your vision. Decorative elements such as menus, centrepieces, red carpet, flowers and cake stands are also provided, offering alternatives for you to customize.
While you’re free to move things around and decorate to your heart’s content, access to the venue before the big day is possible, depending on the time of your setup and decoration needs. Hanging items from walls or ceilings is an option, but if more complex decor or lighting installations are required, it may be necessary to bring in a contractor to ensure a safe and professional installation.
To give you a better sense of what to expect during different seasons, we can provide pictures of the venue in spring, summer, autumn and winter. When it comes to layout options for your ceremony space and dining room, our flexible approach means you have the freedom to create the atmosphere that suits your style.
The Wedding Party
When planning your wedding at Kilkea Castle, you’ll want to consider the logistics of having a live band perform. First, you’ll need to know where they’ll set up and how big the dance floor is. Depending on the layout, some furniture or decorations might need to be moved to create the perfect space for dancing. The venue’s sound system is also an important consideration – do they have adequate speakers, or will you need to rent a separate system?
Will the band be able to set up beforehand, or does it need to happen during the changeover between events? It’s also helpful to know if there’s separate access for the band to get in and out without disrupting the reception. Some venues may have restrictions on amplified music, so it’s essential to check on those ahead of time. Additionally, you’ll want to make sure the venue has microphones available for speeches, as well as a way to connect external devices like Spotify or laptops.
The bar is an important part of any wedding celebration, and you’ll want to know if there’s a late license in place and what the charge might be for extending hours. Finally, you should confirm what time guests are expected to leave the venue, as well as the capacity for evening/after-party guests. And, if you’re feeling extra adventurous, you might even consider bringing in some fireworks to cap off the night – just be sure to check with the venue first to make sure it’s allowed!
Accommodation
The bridal suite and any additional complimentary rooms provided for parents or members of the wedding party are typically included in the venue’s overall pricing. As for accommodations for guests, the venue offers a range of options, including discounted rates for those attending the wedding. If needed, there are also nearby bed-and-breakfast establishments and hotels that can be booked through a list we provide.
For transportation, reliable taxi companies operate in the area, ensuring smooth travel to and from the venue. The check-out time is standard, with no early departures allowed. And yes, room block bookings for guests are possible; these reservations can be held for a specific period, which we can discuss further.
Private Venues
When planning your event at The Hide, you may be wondering about the availability of marquee space and the logistics surrounding it. To start, you can expect a certain capacity to be accommodated within the grounds, but we recommend inquiring about specific details to ensure your needs are met. In terms of marquee providers, we have partnerships with preferred suppliers, but we also welcome the option for you to bring in your own choice if that better suits your vision.
For catering services, you’ll want to know that there are both internal and external options available, so be sure to ask about any preferences or restrictions. Additionally, kitchen facilities are at your disposal, making it easy to prepare and serve a delicious meal to your guests. As for generators and bathroom facilities, we can assist with those arrangements as well, taking the stress out of planning and allowing you to focus on what matters most – enjoying your special day.
Facilities
When it comes to planning your special day, you want to make sure that your chosen venue ticks all the right boxes. Before making a decision, here are some key questions to consider: Can the bridal party get ready at the venue, or will you need to find an alternative location for preparations? Will children be welcome at the venue, and what facilities are available for entertaining them?
Are there any special accommodations for elderly guests or those with disabilities, such as a lift or accessible facilities? Additionally, think about parking – is there enough space for your guests, and is it free of charge? Is there an outdoor area that can be used for smoking or socializing? How many toilets are available to ensure a comfortable experience for all attendees?
Finally, does the venue provide a secure location for storing wedding gifts, and do they have public liability insurance in case of any unexpected events?
Finance
When it comes to payments, several factors come into play. Firstly, is there a set schedule for payment deadlines and what kinds of deposits are required upfront? This can impact the overall cost of your event. Furthermore, are discounts or packages dependent on specific numbers of guests booking accommodations? Are there special promotions during off-peak seasons (e. g., Monday to Thursday or January to March)? The answer to these questions will give you a better idea of what to expect.
Additionally, it’s essential to know if a service fee is included in the initial quote. Are there any additional fees or charges that may apply, and are they negotiable? What about the cancellation policy – what happens if the numbers on the day differ from the final numbers? Will you incur any costs as a result? Lastly, what about the postponement policy? Are there associated fees for rescheduling your event?
And finally, what would happen if the cost per head were to increase due to unforeseen circumstances?
Postponement and Cancellation
When considering rescheduling, a common concern is the time constraint. Is there a cap on how long we can push back the date? Typically, this depends on the venue’s policies and availability. We’re curious to know if there’s a maximum allowed postponement period, say 12 months from the original date. This clarity will help us plan accordingly. As part of our decision-making process, we’ll likely review options within a certain timeframe leading up to our big day.
How far in advance can we expect to evaluate the pros and cons of rescheduling? Furthermore, are there any available dates later this year, next year, or even further down the line that we should be aware of? If the venue is temporarily closed due to unforeseen circumstances, what’s the best way to reach out and get an update on their reopening plans?
Safety Measures
The indoor spaces within the venue offer a range of ventilation options to ensure a comfortable and healthy environment for attendees. When it comes to multimedia capabilities, we can accommodate live streaming with reliable internet speeds that meet modern demands. As for culinary arrangements, our policies allow for both buffets and food stations, catering to diverse preferences and presentation styles.
One Final Word of Advice
After visiting a potential venue, it’s essential to confirm all agreements and details through an email follow-up. This step helps ensure that every aspect of your event is documented and clarified, preventing misunderstandings or miscommunications later on. By having everything in writing, you can avoid the frustration of discovering last-minute changes or limitations.
Confirming your understanding with a detailed email after the initial visit will ultimately lead to a smoother and more successful event.
