
Make Sure the Wedding Venue Has the Basic Information Needed to Avoid Budget Busters and/or Snafus
After you find the venue that you believe is perfect for your wedding day, make sure that you confirm that the wedding venue is truly yours. So, I encourage you to review the contract your wedding venue carefully and make sure that it has the basic information needed to avoid last minute “budget busters” and/or snafus.
A Basic Checklist For Your Wedding Venue Contract
Please check the following information carefully before you sign:
1. Make Sure that Contract Has Your Name(s)
I know this sounds obvious, but there are stories on the web that can make your eyes water. Avoid any possible issues by checking your name(s) in the client section, the name of your wedding, and the name(s) on the signature line(s).
2. Make Sure Your Wedding Date is Correct
Check the day AND date to ensure that all of the information is correct. Example: If a sales person types Saturday, July 12, 2009 on your contract, you have left your wedding date up to chance since July 12, 2009 falls on a Sunday. Also, make sure that the year is correct. This may sound obvious, but I have heard stories about brides scrambling to secure a new venue because their wedding contract had the incorrect year.
3. Make Sure the Start AND End Time of Your Wedding Day is Correct
This time should allow for the following:
- Getting ready (this is only necessary if you plan to get ready at the venue).
- Pre-event and/or post-event pictures.
- Ample time allotted for your vendors (especially your caterer and your wedding designer)to set- up beforehand and to tear down after the reception.
4. Make Sure the Actual Location of Your Wedding is Correct on Your Contract
Please check the actual location of your wedding ceremony and reception space. And, please ensure that your venue contract includes the actual room names for your wedding ceremony and/or reception. You want to make sure you avoid a scenario that I call “the okey doke.” Here’s the “okey doke” scenario: You think you are getting the Grand Ballroom because your salesperson told you it was available on your wedding day. Unfortunately, the Grand Ballroom wasn’t listed on your wedding contract, and you find out 8 weeks prior to your wedding day that your wedding is actually taking place in the Petite Ballroom (a very tight fit, but it still works). You bring this matter to the attention of your salesperson, but the Grand Ballroom is no longer available because the venue salesperson assigned that room to another much larger wedding that booked after you signed your contract. If you have nothing in writing regarding the actual room name, you have a challenging battle ahead of you regarding the Grand Ballroom.
And, don’t forget the “other” locations within the venue. If needed, please ask your venue salesperson to include the rooms/locations on your contract too:
- Your dressing area (if needed)
- The space that the catering staff needs to prep the food (if needed)
- The ancillary space (i.e. a veranda or a rooftop for pictures)
- Storage area
5. The Payment Terms on Your Wedding Contract Are Correct
Make sure that the payment terms detailed on your wedding venue contract are correct. This is for your protection and for the venue’s protection.
6. Know What the Service Fees Are Before You Sign the Wedding Contract
If you are not aware of them from the beginning, service fees and taxes can easily chip away your budget dollars. Ask the venue sales person about the all of the possible charges you might incur prior to signing the contract. The various fees can include (but are not limited to):
- Set-up Fees
- Service Charges
- Bartender Fees
- Cake Cutting Fees
- Corkage Fees
- Coat Check Attendant Fees
- Buffet Station Attendant Fees
- Taxes
Staffing and Vendors at Your Wedding Venue
Does the venue include additional staffing (i.e., baker, deejay, master of ceremonies)? If it does, ask the salesperson to include them in your contract.ensure that the details are included in your contract.
Also, ask your salesperson if outside wedding vendors are allowed to work at your preferred venue (especially if you have already hired some of these outside vendors for your wedding). You may find that some venues only allow their “approved” vendors to work at weddings to accommodate their strict contracts or insurance policies. FYI: The venue’s approved vendors list may include (but is not limited to) bakers, deejays or bands, photographers and videographers.
There Are Several Contract Clauses That Should Be Included on Your Wedding Venue Contract
This list includes the BASIC information needed in your contract. There are several contract clauses (such as the actual terms of the contract, cancellation, and acts of God) that should also be included, but we will cover those on another day.
If you are ready to plan your worry-free wedding experience, please contact your wedding planning team at Howerton+Wooten Events. We have a great deal of experience with wedding venue contracts.
Love and Soul Always, Kawania
P.S. If you’re interested in booking me as a speaker or wedding industry expert, click here to learn more.