Planning an event involves meticulous attention to detail, and the choice of venue can make or break the experience. While you’re busy envisioning the perfect setting, here are five often overlooked venue details to keep in mind:
1️⃣ Access Timing: Ever wondered how soon you can access the venue on the big day? It’s crucial to clarify this with the venue management. Knowing when you can start setting up can save you from last-minute rushes and ensure everything runs smoothly. If there aren’t any time conflicts, your venue may be able to allow earlier access in addition to the access time in your contract for a small fee.
2️⃣ Room Transitions & Logistics: If your event involves multiple spaces or transitions, who handles the coordination? Understanding who is responsible for moving furniture, managing transitions, and ensuring cleanliness between spaces is vital for a seamless flow.
- Typically, the vendor whom you’ve rented from will handle setup and tear-down/cleanup. For example, your catering company will typically clean up used dishes, while the bar staff will cleanup their glassware.
- The venue staff *may* be able to handle this task for you, remember to inquire and ask about pricing options!
- Your event planner/day-of-coordinator is responsible for handling your timeline, including transitions between spaces! If you do not have one, remember to discuss how any transitions will be handled with your venue coordinator.
3️⃣ Decoration Guidelines: While you’re busy envisioning your dream decor, don’t forget to check the venue’s decoration limitations. Some venues may have restrictions on hanging items, use of candles, or other decor elements. Knowing these in advance can help you plan accordingly.
- These are some of our venue’s decoration guidelines: candles should have a wax catch or be in a votive, candle # limit to avoid excess smoke; no permanent damage to the building (no screws, nails, etc…); no paper confetti (they stain our bar), glitter, and similar substances and no artificial flower petals (impossible to cleanup). Bio-degradable alternatives are sometimes allowed – when in doubt, ask!
4️⃣ Guest Transportation & Navigation: How will your guests arrive at the venue, and how easy is it to navigate once they’re there? Consider transportation options and provide clear directions or signage if the venue is tricky to find. Ensuring a smooth arrival sets the tone for the event. Consider utilizing ushers, or ask the venue beforehand if there are any staff that can assist with navigation.
5️⃣ Post-Event Cleanup & Departure: The party’s over, but what happens next? Clarify the venue’s policies on cleanup, guest departure, and any additional fees associated with exceeding the agreed-upon rental time. Knowing these details in advance helps you plan for a stress-free wrap-up. If your venue re-opens to the public, make sure you have all of your essentials packed up and stored away properly! The venue may be willing to store your items overnight, but be sure to ask them about this beforehand.
⭐ Bonus Tip: A bunch of your questions can be easily sorted by checking out the contract you signed. It’s packed with all the nitty-gritty details about the venue’s rules and policies, so be sure to read it fully and consult it when you have questions!
Remember, attention to these details ensures that your event not only looks fantastic but also runs seamlessly from start to finish. Happy planning! 🎉
Cover Photo: K & E Wedding by Nicole Clarey
210 Events | Ann Arbor | Event Venues & Weddings 