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Wedding Insider: Need to Know Secrets About Booking Your Wedding Venue and Caterer

March 30, 2020

Weddings do not only take a lot of work, but they can also be a tad bit expensive too.

Regardless of how much you try to scale down your expenses, there is always an off chance that you would be spending more than you initially bargained for—especially on wedding aspects that would take up about a third of your overall expenses.

While every endeavor in staying on your budget should be made, it is also a reality that some factors are beyond your control. This is particularly true if you are planning a traditional grand wedding.  Two of the inescapable expenses all weddings collectively have that would set back the couple by a lot are the wedding venue and catering services.

booking a wedding caterer and venue design

Catering services typically go hand in hand with your wedding venue, providing that the reception venue you book does offer the service. However, on the off chance that it does not offer venue and catering packages, you will be spending for both the catering and the wedding venue separately.

Wedding venues typically cost more than any other aspect of your wedding, and you may be wondering why. The simple reason is that apart from reserving the space on a specified date exclusively to you for a few hours (and allowing you to use it however you wish), weddings typically need a little more TLC than any other type of event.

More importantly, the cost of your venue includes all the overhead expenses (electricity, water, parking, maintenance, equipment rental, damages, etc.). To provide you with the kind of experience you are looking for, an exemplary and top-notch venue must charge a fee that not only covers their overhead expenses but yield a profit as well in order to stay afloat in the competitive business—however big or small that may be.

However, while this might be true, there are wedding insider secrets that allow you to save up on wedding venue expenses or maximize what you pay for. Read on below to find out what they are.

Five Top Wedding Insider Tips in Booking a Wedding Caterer and Venue

1) Ask every single question you might have

booking a wedding caterer and venue set up

Unless the reception venue you have booked is fairly new, then there is a likely chance that your prospective wedding venue has hosted a myriad of events before.

No matter how off-beat of a couple you think you are, there is a very likely chance that your prospective wedding venue has already hosted a similar or at least unconventional kind of wedding event before. In this regard, you need to have all of your queries answered so as to avoid any miscommunication and last minute cancellations.

More importantly, you and your wedding venue supplier must delineate the rules prior to booking with them as this will tell you what is allowed and what is not. Is it possible to bring in fire dances as entertainment? Do they charge extra for suppliers that are not accredited with them? These are the sort of questions you should ask to avoid unnecessary surprises.

2) Check policy on simultaneous events

One of the things you should ask your venue is if you can book the place exclusively for yourself or if there is a possibility of having two events occur simultaneously. This is one vital question you should definitely ask your prospective vendor as if there are other events scheduled on the same day as yours.

You need to ensure that you can ensure your event’s privacy. In this regard, it is imperative to ask your prospective venue supplier how they keep events separate from each other in the event that there happens to be a double booking on the same date.

With this in mind, you can ensure that your wedding will have the attention it deserves.

booking a wedding caterer and venue table set up

3) Determine whether packages are flexible

booking a wedding caterer and venue entertainment

As said above, wedding venues typically come with catering services, and they offer packages with pre-made menus. However, just because a menu is set on a particular price does not mean that you can no longer negotiate its contents.

Most venues and caterers with pre-made menus are flexible, so if you are on a budget, you can simply give them a price that you can work with, and they will come up with a customized menu for you. You do not have to shell out too much on catering—especially when your venue offers you flexible packages.

 

4)Know the corkage policy

To keep the party going during your reception, it is likely that you would want to have booze flowing. However, alcohol can be a tad bit expensive in hotel or resort wedding venues where they are sometimes known to charge double. In this regard, some couples would be constrained to bring their own booze and wine as it would come out cheaper.

However, before you go booze shopping, be sure to ask your wedding venue what their policy on corkage is and if you are allowed to bring your own booze.

More often than not, this is not advertised, so that means you would have to specifically ask lest you be surprised with charges you might have been previously unaware of.

booking a wedding caterer and venue food
booking a wedding caterer and venue dessert
booking a wedding caterer and venue drinks

5) Ask if you can customize the packages

Catering services typically go hand in hand with your wedding venue, providing that the reception venue you book does offer the service. However, on the off chance that it does not offer venue and catering packages, you will be spending for both the catering and the wedding venue separately.

Wedding venues typically cost more than any other aspect of your wedding, and you may be wondering why. The simple reason is that apart from reserving the space on a specified date exclusively to you for a few hours (and allowing you to use it however you wish), weddings typically need a little more TLC than any other type of event.

More importantly, the cost of your venue includes all the overhead expenses (electricity, water, parking, maintenance, equipment rental, damages, etc.). To provide you with the kind of experience you are looking for, an exemplary and top-notch venue must charge a fee that not only covers their overhead expenses but yield a profit as well in order to stay afloat in the competitive business—however big or small that may be.

However, while this might be true, there are wedding insider secrets that allow you to save up on wedding venue expenses or maximize what you pay for. Read on below to find out what they are.

Five Top Insider Secrets for a Successful Wedding Reception

1) Opt for easy entertainment

Booking entertainment for your reception venue is pivotal as it keeps your wedding guests engaged. Make your entertainment option more interactive by ensuring that your guests can opt to join the entertainment whenever they want.

However, while lots of people love the opportunity to join in, be sure that whatever you have in mind is optional—never force your guests to join in.

Whether it is garden games, photo booths, and even entertainers that wander around, just be sure to book something that sits well with your guests.

2) Always keep your guests in mind

Your first and foremost consideration should be to ensure that your wedding guests are as comfortable as possible. In this regard, you need to have plenty of seating and legroom in your wedding venue.

Moreover, you should also have adequate parking, bathroom facilities and maybe even baby changing facilities for your guests who might be bringing their little tots along.

All of these things are important in keeping your guests comfortable, relaxed, and happy all throughout your event.

3) Focus on food and drink

You can dress up your venue however you like, but if there is one thing that your guests will likely remember, it is the food and drink of the event—so this is very important. You do not want to have any of your guests leave hungry or thirsty, so structure and curate a menu that is good enough to feed everyone.

While at that, it is worthy to note that your guests will probably be a little hungry after your ceremony—particularly if you have a wide lead time before your reception starts.

In this regard, installing cocktail buffets and roaming waiters with drinks will help your guests keep those hunger pangs at bay while waiting for you.

4) Give your guests enough time

Schedule a well-structured timeline for your wedding day. Be sure to include a lot of “buffer time” in between the ceremony itself and your reception.

In this regard, your wedding guests would not feel rushed to leave your ceremony and make it in time to your reception. More importantly, this gives your guests enough time to talk, mingle, and relax.

Avoid cramming too much in such a short time, and be sure to be flexible with your timeline as well.

5)Incorporate your personality as a couple

Your wedding day should be a reflection of who you and your partner are. It needs to be a day that you are comfortable with. So be sure that your personality as a couple shines through every aspect of your wedding.

If you are a rather laidback couple, do not plan an incredibly formal wedding that does not feel comfortable for you or your guests.

Remember, your guests would want to make a connection between you and the wedding you have planned. And when they can do just that, they will be able to have a better experience overall.