Weddingbee PRO

We all know that I am a strong advocate of brides hiring a wedding planner and/or coordinator for their big day.  But, I still find that many brides instead opt to rely solely on their site manager, or venue coordinator for this role. In some cases you will be lucky: your venue coordinator could be a self-motivated, enthusiastic, cheerful go-getter who is happy to help you with anything you need. On the other hand, you could get the exact opposite: someone who simply collects contracts and deposits, issues permits and regulations, and is chomping at the bit to chip away at your security deposit. Yikes!

Here are some helpful questions you might want to pose to your on-site coordinator before you sign on the dotted line. Having this information in advance may help you clarify duties and roles, determine the need for a coordinator, and avoid misunderstandings and disappointment further down the road…

{ About the Venue }

• What is the food and beverage minimum? What common costs are not included in this minimum? (Some examples include site rental fees, rental costs for items like chairs and linens, cake cutting fees, corkage if you are bringing in your own liquor, service charges, etc.)
• How many hours are included in my rental block? Does that include or exclude hours for set-up and tear down?
• What is the earliest time that my vendors can arrive on-site?
• When do you need to see tail lights at the end of the night for guests? For vendors?
• Are candles allowed? What are the restrictions, if any?
• Is a fire permit required? If so, who do I contact to acquire it?
• Does the site require me to purchase liability insurance? Do my vendors need to carry insurance? If so, which ones and for what amount?
• Does the site require my vendors to sign any sort of waiver or list of restrictions?
• Do you have a list of restrictions for allowed & prohibited décor items (e.g. rose petals, rice, tape and nails, etc.)?
• Are there ample restroom facilities for my guest count? Do I need to bring any additional restrooms in on my own? (**Note: FABULOUS restroom trailers with running water, flushing toilets, marble countertops and plasma TVs exist. Seriously…)
• Is there a kitchen area for the catering company? Do you have any refrigerators, stoves, ovens, etc. that we are or aren’t allowed to use? (**Note: Renting your own kitchen set-up can become very expensive very quickly. Make sure you check with your caterer on their needs as well, so you aren’t hit with surprise rental fees later.)
• Is there a place I can get ready? (**Note: Ask about spaces for the bride *and* groom. It’s nice to have an area for the men to hang out before the ceremony, too!)

{ About the Coordinator }

• Do you assist in running/directing the rehearsal?
• Are you able to offer any referrals for various vendors?
• Do you function like a “day-of coordinator” on the day of the event?
• Do most couples at this site hire a coordinator of some sort?
• Do you create layout diagrams for my ceremony and reception?
• Do you put together a timeline for the wedding day? Who receives it?

{ About the Day }

• Will you be present on the actual day of the event? If not, who will?
• What time will you arrive on-site on my wedding day?
• What time will you leave?
• Do you (and your staff) set up my menus, placecards, favors, and other décor items?
• Do you (and your staff) pack up my things (e.g. leftover décor, gifts) at the end of the night?
• Are you able to set up any rental items (e.g. chairs, linens, napkins) if the rental company just drops them off?
• Do I need to have my trash hauled off-site at the end of the night? Is there a company I can pay for that?
• Can guests self-park or is valet required? If valet, do you have a company I am required to use?

I hope this list helps you organize your own personalized set of questions for your site coordinator! Peace of mind is priceless, so take the time to prepare & research before you sign!

xoxo, Angel