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What to ask the Venue Manager
When will we need to provide final guest numbers?
What is the minimum number required for the Ballroom, and are children included in this number?
How many staff will be provided on the day - waiting and bar?
Is there a smoking area off the ballroom?
Is there a choice of table shapes, i.e round, square.
How many can each table seat - how many tables are there?
What table layout do you recommend?
Will there be someone I can liaise with who will be there on the day?
What are the arrangements for greeting guests as they arrive?
Do you number the tables or do we?
Can you play music during the meal - CD?
Will a staff member handle this, or will we need to find someone?
Is there a stand for the table plan?
Can a member of staff act as 'toastmaster' - announcer for speeches, cake cutting etc?
What is the payment schedule?
Who will be supervising on the day of the wedding?
What costs are incurred if the guest numbers change last minute?
Is there flexibility on the cost of the bar extension?
Is there a limit to the number of day and evening guests?
Are there any noise restrictions, e.g. for the band?
Are fireworks allowed (not necessarily required, just checking!)?
Do you include the bridal suite free of charge?
Do we get a free night on our 1st year anniversary?
Do we get a reduced rate for the night before the wedding?
Is it possible to have hairdressers and make-up artists come to our room on morning of the wedding.
How can we ensure that rooms are reserved for VIP guests only - does this require a deposit?
Is there a room we can safely store gifts, etc during the day (other than a bedroom)?
Will you inform us if there is another wedding on the same day as ours?
Food, Drink, etc
When do we need to decide on the menu?
When can we come in for a menu tasting?
Is it free of charge and do we get a free night in the hotel for this menu tasting?
Will we be able to meet and liaise with the chef occasionally?
Can we provide some alcohol for the evening reception?
How much would you charge per glass of champagne, if we wished to offer a glass to each guest?
When does the bar open?
What happens to un-used wine and champagne?
How long will the evening buffet be out until it is cleared away?
How much afters food do you advise for 100 day guests and no afters guests?
What is the children's menu - how much is it?
What is the vegetarian option, when do we need to let you know numbers of vegetarians?
Is there a charge for choice of main course?
Is it possible to have some other dish in case main dish is not liked (eg. Chicken dish if beef main silent choice?)
Can you cater for anyone with a special diet i.e. gluten free, etc?
Is there a cheaper food option available for photographer/band, etc?
Do you have high chairs available? How many?
Is service charge included in the price?
Will we be able to sample the house wine and house champagne before we choose our drinks package?
Bar extension - How much and until what time?
The Wedding Cake
Does the hotel provide a cake stand and what type is it?
Is there a cover for the stand? What colour is it?
When is it cut? How much is cut?
Does hotel provide a cake knife?
When should the wedding cake be delivered, and where will it be stored?
Can we use wedding cake as dessert?
Who is responsible for decorating the venue - when is the room available?
Who will decorate the tables?
Can we have tea-lights/candles on the tables?
What chair covers can be provided?
Would someone be able to collect the decorations after the event, and we will arrange to have them taken home the following day?
Do you have any restrictions on decorations?
What is the china/glassware like?
Is confetti allowed outside of the building?
What flowers/decorations, etc are provided?
Do you provide flowers for the top table?
Will there be linen table cloths and napkins?
Will someone be able to collect any decorations that we've brought so that we can collect them at some point after the reception?
How is it displayed?
When do we need to let the hotel know the names & numbers of guests and seating plan?
How long should we allow for reception drinks, meal, etc?
What is the best time that the evening guests should arrive?
At what time should the wedding cake be served?
What time will you serve the evening buffet?
How long will the meal take to be served?
What time should we book band?
What time does DJ have to end?
What time is bar closed at?
What time is residents bar open until? Is there residents bar?
What is the check-in/out time for overnight guests?
How will people buy additional alcohol during the meal?
Is there anywhere for guests to store coats, bags, etc?
Will there be someone on hand to arrange taxi's for departing guests?
What time is breakfast served in the morning?
How much of a deposit is required?
Percentage required before/after the day (proforma invoice issued)?
Is the service charge included?
If the numbers are slightly out on the day, will it still cost?
Method (Credit card/cheque/cash)?
When does the balance need to be paid?
How much for each package?
How many shots will they take on the day?
When do they start and finish?
How many shots in the album?
What is the style of photography - candid or formal or traditional? How long after the wedding will they have the album ready?
Do they insist on a meal, or to be in the seating plan?
How much for re-prints?
How much for parent albums?
Do they do Black & White?
Do they supply all photographs taken in CD or proofs?
Do they have a full set of backup equipment - in case a flash goes, etc?
Is there indemnity insurance?
The Wedding Band
How much to play for the wedding?
How much to pay for the deposit?
Can you go to hear them perform live somewhere in the near future?
Can you pay by credit card, cheque, cash?
When does the balance need to be paid?
What is the normal set list?
How long will they play for?
How long does it take them to set up?
If you are getting the band's DJ, check that they will not repeat the same songs played by the band
How long will the DJ play?
Can they do some Special requests for you?
Can they do the first dance song?
Do they take a break, and if so for how long?
Will they allow guests to get up and sing if they would like?
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