Choosing a hotel wedding venue to hold your wedding is more than choosing a hotel where you can stay in nice rooms. There are many practical issues that you need to check before booking a hotel wedding venue.
Confirm the Wedding Licence
Just because a hotel has function rooms does not mean that they are licensed to hold ceremonies. Make sure you see the hotel’s current licence and that it covers all of the rooms that you are interested in. Some licenses only allow ceremonies to take place in certain rooms and this can affect your numbers or how you plan to arrange the seating.
Check Overnight Room Numbers
A hotel with 20 rooms is not going to be able to house your whole guest list. Ask how many rooms a hotel has available for the night of your wedding. Find out if they are reserving rooms for your guests and if so, how many. Also find out what the hotel will do if all the rooms are booked by your guests but they also want to book for the night before.
Understand What the Package Includes
Wedding packages can vary greatly from hotel to hotel. It is essential to receive a written breakdown of the package, including costs for catering, staff, table linen and room hire. It is also vital to know what you are being charged for in excess of the package price. Many extras can be included such as a late bar, cake stand and extra hours.
Ask About Exclusivity
Some venues will hold more than one wedding on the same day. If this is something you wish to avoid then ask if the hotel offers sole-use booking and what the additional cost would be.
Check Indoor and Outdoor Space
Many couples want to get married outside, but check that the hotel can hold a ceremony with its current license and also that the grounds are suitable. Find out what will happen in bad weather and be able to view all of the outdoor spaces.
Look at Catering Flexibility
Can the kitchen accommodate guests with special dietary needs? Are you stuck with a set menu or are you able to add your own choices. We have come across a Tewkesbury hotel wedding venue recently where the catering flexibility has been one of the key things to note for this couple’s wedding.
There is more on Tewkesbury Hotel Wedding Venue at https://tewkesburypark.co.uk/celebrate/hotel-wedding-venue/.
Go through these questions with potential wedding venues and get a better idea of the hotel that will be the best for your special day.
Settling the basics before you start viewing
Agree a few points with your partner before you start searching. Guest numbers decide which venues can work, and the budget narrows the list further. Think about the feel you want, whether relaxed, floral or more urban, and the time of year, but stay as flexible as you can because both affect availability and price.
Once you have a shortlist, work through the practical details. If the ceremony and reception are in different places, plan how guests will travel between them. Find out what entertainment is included and whether amplified sound is allowed if you bring your own.
Timings matter too. Ask how early you can get in to set up and when the bar closes and guests must leave. Check for any restrictions on decorations that could affect how you have pictured the day. Above all, choose somewhere you feel comfortable and can genuinely picture yourselves getting married.
Questions about costs and the day itself
Before signing anything, sit down with the venue manager and go through the money in detail. Ask whether there are extra charges for cleaning, service, gratuities or overtime, how much deposit is needed, when the balance is due and whether there is a payment schedule. Check the cancellation policy, and ask whether weekday or off season dates are cheaper.
Then ask how the day will run. Does the venue have its own sound equipment? Can you choose your own suppliers or only approved ones? Is there enough parking, and will guests pay for it? Who sets up and clears away the decorations, and when do guests need to leave?
Accessibility, public transport links, a coat check and somewhere secure for gifts are easy to forget. If guests are staying, ask about discounted rates for blocks of rooms, suites for getting ready and late checkout the next morning. Finally, ask what the backup plan is if something goes wrong.
Suppliers, parking and other practical questions
Beyond the headline checks, a few practical questions can save a lot of stress. Find out who your main contact at the venue will be and make sure you get on well with them, as you will be relying on them throughout the planning.
Ask whether the venue’s list of preferred suppliers is a recommendation or a requirement. Some venues, particularly historic properties, have strict rules about who can work on site, so a caterer or florist you have already chosen may not be allowed. On the other hand, suppliers who know the venue well can make the day run more smoothly. Do not make assumptions about food, either. Some venues cannot cater while their own restaurant is open, and a few have rules restricting hot food.
Finally, think about your guests. Not everyone will be arriving by wedding car, so check there is enough parking. Make sure the toilets are close to your reception room and not in an area used by other guests or events, so nobody has to walk through someone else’s conference to reach them.