Searching for a wedding venue is one of the hardest parts of the wedding planning process. Your venue determines so much about your wedding (the size, the background of design, the flow of the day, lighting for photos, etc.) When considering which venue to book, make sure you are chatting with your venue manager and fully reading your contract so you understand all of the venue policies they have in place. Here are some of the most common venue policies we see and a breakdown of what they mean!
#1 – Rental Period
Each venue will give you a specific amount of hours or timeframe in which you have full access to the venue property. Access can be determined with a general time block (like 10-12 hours) or even specifying a number of hours allotted for setup versus the true event time. If you are getting married in a public space (like a museum or botanical garden), it is likely you will not get access until after a certain time when the space is closed to the public. Nearly all venues will have a time in which the event must end by, so make sure to look out for that, too!
#2 – Venue Furniture Setup
Many wedding venues will designate in their contract who is responsible for setting up and breaking down all venue owned furniture such as tables and chairs. The vast majority of venues require your full service catering team to do this for you, while other venues offer furniture setup and breakdown as an additional service you can add on your your venue package. Either way, clarify this before booking your catering team so you can let them know what setup responsibilities are required of them.
#3 – Decor
All venues will have restrictions on what kind of decor you are allowed to use in their space. The main policies we see often are against things like nails, tape, staples, or glue in order to preserve the venue structure and appearance. Keep this in mind as you plan out your decor.
#4 – Exit Items
In the same vein, many venues will not allow specific grand exit items to be used as they are too difficult to clean up or pose an environmental risk. The items we see prohibited most often are glitter, confetti, birdseed, rice, artificial petals, and colored rose petals. Many venues will also have specific policies on sparklers, so make sure to check that section in your contract very carefully before you buy your grand exit items!
#5 – Required Bar/Catering Companies
Your catering and bartending team is the logistical backbone of your event. These folks directly impact your guests’ experience, so cutting corners here is not a good idea! These teams also very directly interact with the venue’s property in a way no other vendor does. All of that being said, some venues require the use of specific bartending and catering teams that have been thoroughly vetted by venue staff and have a significant amount of experience working with that venue.
Almost all venues will have a recommended vendors list, which is just a compiled list of the venue’s favorite professionals to work with. However, make sure to ask if any vendor categories are required versus recommended! Some venues will charge additional fees if you choose to book a vendor outside of their required list.
#6 – Coordinator/Planner Requirements
For several of the same reasons as above, many venues will require you to work with a wedding coordinator who will be responsible for conducting a final walkthrough, creating timelines and layouts, and ensuring the event runs smoothly on the day of. A standard coordination or “event management” package will typically cover all of the venue requirements, but make sure to ask your potential coordinator/planner if they cover everything required by the venue.
#7 – Insurance Requirements
Finally, some venues require couples to purchase wedding liability insurance to protect them from any natural disasters or unforeseen circumstances that could impact the ability for the event to take place. This is more for your protection that the venues! The standard requested policy is a one million dollar general liability policy with host liquor coverage. Ask your venue which insurance companies they recommend for this, or better yet, talk to your planner or coordinator!
Remember – venue policies are not “rules” to keep you from having fun. They are thoughtfully curated sets of expectations that keep the venue property and your guests safe while setting you up to have a successful event. We take pride in leading our clients through the venue booking process and are happy to review all contracts for our planning clients prior to signing so you know what you are committing to! If you are overwhelmed by the venue search and need a trusted advisor and guiding hand to help you through the process, we would love to be a part of your team. Reach out to us today to make wedding planning easier!
Happy Planning,
Shelby + the Plan On It team
Plan On It Events & Design
info@planonitatx.com
Wondering where would be the best spot for your wedding day? We would love to help! Contact us today to learn more about our services and how we can help you and your partner plan a wedding your guests will be raving about!
We are Austin based wedding planners for the modern, relaxed couple who wants to enjoy their engagement and wedding planning experience. We specialize in full weekend weddings that are centered on a high guest experience.
VENDOR DREAM TEAM:
Venue + Catering: The Wayback // @waybackaustin @waybackweddings | Planning: Plan On It Events and Design // @planoniteventsanddesign | Photography: Elle Reaux Photography // @ellereauxphoto (+ Kaylee James Photography if using those two photos in folder @kayleejamesphoto) | Stationery: Green Girl Design Co // @greengirlatx | Florals: Happy By MP // @happybymp | DJ: Premier Entertainment Austin // @thepremieraustindjs | Rentals: Monarch Event Rentals // @monarcheventatx | HMUA: Riev Beauty //@rievbeauty | Specialty Rentals: Moontower Rentals // @moontowerrentals | Head Table Glassware: Table Manners // @tablemannerstx | Lawn Games: Austin Yard Games // @austinyardgames | Live Sketch Artist: Alyssa Love // @alyssa.love.art | Transportation: Lux Limo // @lux.limo.atx| Bridal Gown: Chosen by KYHA // @chosenbykyha
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