Do's & Don'ts: How To Choose The Right Wedding Venue For Your Destination Wedding!

You're getting married!!! Yes, as exciting as it may sound, the initial excitement slowly gives way to the panic of realising how much needs to be done! Right from setting a date to shopping, picking a wedding venue and planning the events, the list is just endless! But the most important thing that needs to be done ASAP after fixing up a date is to book a venue. So here's what you need to know about picking the perfect wedding venue... a sort of checklist of do's and don'ts that you'll realise will prove to be very handy. Make sure you guys do this together or your beau is perfectly on board with your choices!

Picture Courtesy: Katia Peshkova Photography 

Before visiting the venues

• Pick a location that is easy to reach by a flight or train. Guests can get pretty annoyed if you have to switch modes of transport.
• Draw up a wedding guest list. Have a tentative idea of how many guests you have so that you can pick a venue which can accommodate them.
• Make a list of those who require big special rooms and those who need basic stuff.
• Look for two venues if you have a big guest list - that way you can segregate them into important ones at the main hotel and others at the second one.
• Envision the sort of wedding you want to have- theme, indoors, outdoors or a combination of both.
• Make a list about things you want on the basis of priority- be it the wedding date you're willing to compromise on, or the location or the theme. So if things don't work your way, you can choose on the basis on what's important to you both.

While browsing venues

Photo Courtesy: The Oberoi Amarvilas, Agra

• It's important to choose a property that has had numerous weddings in the past. This may seem like a moot point but when you have to run around the last minute arranging something missing for the pooja, experienced venues can guide you.
• Having more than one date in mind can really help. This will mean that if the venue of choice is not available on that one date, you can still make it work.
• Choose a date that is on the off-season side. That way you can get more out of the hotel: discounts, additional banquets, room taxes etc!
• The wedding venue needs to match the look and feel of the theme that you're going for, or whatever you guys have envisioned. If you want an outdoorsy wedding, do not find a place that's next to a main road. If you want an intimate mehendi, don't book a beachy open space.
• Make sure your venue can accommodate people on the basis of the guest lift draft you drew up.
• Ask them how it works- whether you necessarily need to take their decorators and caterers or if you can get them on their own. This is important because it might mean big changes to your budget.
• Décor, light, sound and catering on-site. These are the main additional costs involved.
• If they do, get a list of their 'preferred' vendors who have a sense of the place and have worked there before. You can then compare their quotes in case you want to outsource it to someone else.
• Confirm whether the venue also provides the furniture, crockery, cutlery and linen or whether they have to be outsourced.
• If you intend on having a lot of functions at the same spot, then you might want to consider making the guests stay at or near the venue. So rooms need to be available.
• Enquire if there's a discount if the venue and the rooms are taken as a package.
• Check out the proximity and hygiene of the restrooms available for the guests from the wedding venue.
• A room for the bride to wait in or get ready in is absolutely necessary. Most places offer that along with the venue. Make sure it has an attached washroom.
• Distances to and from the venue are important. Like from the airport or your residence.
• Traffic snarls can cause more delay than you think at a wedding, so look for a venue
• Parking is another important factor- make sure the guests arriving are not inconvenienced and there's ample place to park. Enquire if valet services can be arranged and what's the cost involved.
• Ask them if they're OK with any over-the-top arrangements or add-ons that you may want for your wedding.
• Ask how much down payment is required, what the refund policy is and the cancellation charges involved. Be aware of this just in case something doesn't work out!

While confirming the venue

Picture Courtesy: Vivanta by Taj Surajkund (Delhi)

• Make sure you arrange how the extras will be billed. Will the guest be billed for the minibar ? Will the minibar be emptied out?
• Once you've made the choice based on what suits you and your budget the best, here's what you need to keep in mind while signing the deal.
• Make sure to know what's included and what's not included in the charges of the venue. Write that down for your perusal as well. It'll come handy later.
• Make sure their licenses and permits are in place. The liquor license, fire safety permits and all need to be in place to avoid hassles later.
• Weather is important. Ask them what can be measures can be taken up in case of rain on the wedding day. You could even have an indoor place at the venue decked up just in case! Also, heaters might be required during peak winters.
• Get clarity on the duration of the use of the event space. Be aware of the deadline if any, and whether there's any penalty for extension. The deadline for the music often turns out to be a killjoy.
• Ask whether you can BYOB, which can save a lot of money. If you're taking drinks and alcohol through them, have the breakdown of the costing and service charge with you. This is one of the most common ways used to fleece at weddings!
• Nowadays a lot of couples are opting to take insurance should anything go wrong at the venue. You could consider that as well.
• Get a one-point contact at the venue who is willing to help you out for anything and everything. This will save you a lot of hassle in the days up to the wedding.
• Make sure to confirm the date, the time and all the other details in a written contract before making the down payment. EVERYTHING, ESPECIALLY THE COSTS SHOULD BE MENTIONED IN WRITING.

So stick to these simple do's and don'ts... they'll go a long way in reducing your stress and making sure you and your guests have a ball of a time!