BE INFORMED
Finding the perfect venue for your event can be a tricky task! We created a list of 10 important questions you should ask while you shop. What’s included in a venue rental can drastically affect how much you spend on your entire event, so it's always a good idea to make sure you’re in the know.
And through our partnership with The Bell Tower and The Bridge Building, we thought it'd be the perfect opportunity to share what they include as well. Subtle plug? Maybe.
Read on and read up!
1. Do you require the use of a planner?
Most venues will require you to have, at minimum, a licensed day-of coordinator or planner for your event. Some may even offer an in-house planner. If the venue does not offer in-house planning, ask if they have any suggestions for a planner that’s familiar with the space so your day is as stress-free as possible.
Here at Infinity, we offer in-house planning at both The Bell Tower and The Bridge Building and can also provide full planning services at other venues as well.
2. What is included with the venue rental?
When it comes to budgeting, this is an important question— and not one you can assume! Some venues may offer items like tables,chairs, and silverware, alleviating further costs and the need to coordinate another vendor. And if not, it's something to consider while trying to find the right one!
The Bridge Building and The Bell Tower both offer select tables, chairs, fine china, silverware, and glassware within their venue fees.
3. Do you have preferred vendors?
Some venues have a preferred vendor list of companies they partner with, while others may have vendors they work with exclusively, which might disallow others from working in their space. It’s important to know this information up front, especially if you have your heart set on a specific vendor.
However, choosing from their preferred list can make your day run seamlessly since they have worked with that venue before.
4. How early can I arrive at the venue and how late can I stay?
Different venues will have different options on when or how long you have access to the space. Asking exactly when your rental begins and ends will determine your event’s schedule and other aspects of your day, like if you’re able to get ready on site.
For example, the all day rental at The Bell Tower and The Bridge Building begins at 9 a.m. and ends at 12 a.m., which includes allotted time at the end of your event for clean-up after guests leave.
Photo by Rebecca Renee
5. Do you provide in-house catering?
Whether food is at the top or bottom of your list, be sure to ask about catering! Some venues may offer in-house catering, which could help streamline your event. Other venues might have a preferred list of caterers, if you need help finding one to create your dream menu!
The Bridge Building and The Bell Tower both have full on-site kitchens with great chefs serving up restaurant quality food made fresh on the spot.
6. What is the maximum capacity?
Knowing how many guests you can invite to your wedding will directly affect your budget and other planning decisions, even the layout of your event. For example, the capacity can vary based on how your wedding ceremony is set up, if your cocktail hour is seated or standing, or if your dinner needs space for a buffet.
During the ongoing COVID-19 pandemic, a venue’s normal capacity might be affected. . Make sure you’re aware of any changes that could then affect your guest count.
Photos by Lindy Beth Photography
7. Is there a space to get ready?
If you’re planning a wedding, you’ll want to ask if the venue has a room or private space for you and your wedding party to get ready. A space to store your belongings, prepare for the ceremony, or change during the reception is a major game changer! This will make your day run a little smoother, and you won’t have to worry about finding a nearby location instead.
Both The Bridge Building and The Bell Tower have lounge areas for your wedding party to get ready and relax.
8. Is event insurance required?
Many venues require event insurance. It’s important that you know beforehand so you can be prepared. While they may offer different types, many insurance companies have liability insurance to cover unforeseen incidents or accidents at short-term, private events.
While event insurance isn’t required at The Bridge Building and The Bell Tower, it is highly recommended. It’s always better to be prepared and protected.
9. Who’s responsible for cleaning up at the end of your event?
You’ll want to know if cleaning is taken care of by venue staff and if it’s included in the price or if it will be an extra charge. You’ll also need to know if the breakdown time is built into your rented hours.
If the cleaning and breakdown process is not provided, then you will need to find a way to handle it yourself or look into hiring a separate cleaning company.
Our team at Infinity Hospitality takes care of breakdown and clean-up and includes it in our labor fee.
10. Are there any restrictions for event decor or wedding exits?
Every venue space is different when it comes to their rules and regulations, particularly with decor and wedding exits. It’s important to know what’s allowed and what isn’t so there aren’t any last minute disappointments. If your heart is set on a sparkler send-off, a smoke machine for the first dance, or open flame candles, you’ll want to make sure they are approved in the early stages of the planning process.
Featured image by Nyk + Cali Photography
