Good communication between you and your wedding venue is the key to a successful wedding day. Here are some examples of the kind of information you should tell your wedding venue so they can ensure your day runs smoothly…

1. Your Ceremony Time

If you’re having a church ceremony, let your wedding reception venue know the time of your service so they can prepare for your arrival. It’s a good idea to nominate someone in your wedding party to contact your reception venue and let them know when you’re leaving the church after your ceremony.

If you’re having a civil ceremony at the same venue as your reception then make sure everyone knows the time of the service. The venue will need to arrange to set up the ceremony room and the turn-around of rooms (if necessary).

Church Wedding Ceremony

2. Guest Numbers

One of the most important things to tell you wedding venue is your guest numbers for each part of the day. You may decide to invite only a select few to your ceremony, more for your wedding breakfast and then extra guests for the evening reception. If this is the case, let your venue know so they can prepare.

3. Evening Food Numbers

If you’re inviting additional guests for the evening reception you will need to provide evening food. Your venue will be able to help you decide how much food to provide for your guest numbers, but it’s important to keep them updated if this number changes.

4. Are Children Attending?

Wedding venues usually provide a children’s menu, so let your Event Coordinator know how many children will be attending and their ages. Your venue can also then arrange highchairs for babies and small children if necessary.

5. Dietary Requirements

Inform your wedding venue of any dietary requirements your guests have, such as vegetarian, lactose intolerance, nut allergy etc. Many wedding caterers can cater for these if advised in advance.

Vegetarian Wedding Food

6. Guests with Special Requirements

If any of your guests are elderly or disabled, let your venue know so they can advise you on disabled facilities and quiet areas with comfortable seating that older guests might appreciate.

7. Music and Entertainment

If you’re having a band or DJ it’s important to discuss your plans with your wedding venue. There may be certain restrictions (such as a decibel limit) or documentation that the venue needs from the band/DJ, such as PAT testing certificates or proof of insurance.

8. Your Wedding Suppliers

If you hire your wedding venue exclusively, the only people who have access on the day are your wedding party and those who are pre-arranged with the venue. Make sure you provide your venue with a list of wedding suppliers you have booked for your day and include their contact details. This way the venue will know who to expect and can contact your suppliers if there are any problems.

Arranging Flowers

9. Venue Access the Day Before

Tell your wedding venue if you will need access to the venue the day before to start setting up. This is not always possible, so check with your venue first.

10. Rooms for Guests

If your wedding venue has on-site accommodation you will need to tell your venue how many guests will need rooms on the night of the wedding. This will allow your venue to ensure these rooms are not booked by other non-wedding party visitors.

Guest post by Tania Barnes of Country House Wedding Venues

Images from…

Church Ceremony: Babb Photo

Vegetarian Meal: Lara Hotz Photography

Arranging Flowers: The Leekers