5 Things to Consider When Booking Your Wedding Venue

With the busy December engagement season wrapped up, couples are beginning the search for their perfect wedding venue. But it’s not always easy to know where to start or what to consider. The new Sugar Pine Island venue at Cottonwood suggests five things to do when booking a venue.

Ask the right questions during your first site visit

Come prepared with a list of questions for the team to answer. Your visit will be much smoother and efficient, and you won’t have to worry about forgetting to ask anything. Check out these questions as a starting point for things you might want to know.

Does the venue offer exclusivity? If not, how many events could be happening simultaneously? 

Is there a noise bylaw in effect? 

When is the last call for alcohol, and when does the bar shut down? 

Is there an option to extend the event end time?

Does the venue offer private outdoor options?

Is there an indoor backup in case of bad weather? 

Does it include all the staffing needed?

What kind of reception inventory and décor does the venue have?

Beware of hidden costs

There can be a lot of fees that are not accounted for in contracts that quickly add up. Some venues require a tourism levy, music fees, additional staffing costs, food and beverage minimums and gratuities. This could add 15-30 per cent to the contracted costs. Read the fine print and make sure to ask for a complete list of additional fees that will be added to the final bill. 

Know the difference between venue managers and third-party wedding planners  

Some venues include a wedding coordinator or a venue manager for assistance during the planning and execution stages. The degree of skillset, experience, general duties and tasks vary greatly from venue to venue, so make sure to ask for a detailed explanation from the venue as to what those responsibilities and inclusions entail. Always remember that a venue coordinator is first and foremost dedicated to ensuring the venue part of the wedding goes off without a hitch. A third-party planner is responsible for absolutely everything else.

Have clear expectations for who is responsible for set up and teardown

If your wedding requires a large amount of set-up and third-party deliveries, ensure you understand load-in access times, as well as set-up and take-down requirements. Some venues require all items to be removed from the site the night of the wedding, while some allow overnight storage and removal the next day. Good questions to ask are, ‘Will the venue set tables, chairs, place settings and other details? Will it assist with the teardown?’ Clear expectations of responsibilities will ensure a smoother and stress-free execution before and after the event.

Read reviews

The best indicator of future performance is past performance. Reviews are incredibly important. Do a detailed search of your venue online to ensure your wedding has the highest chance of success. Watch for detailed, thoughtful and consistent reviews. Pay special attention to reviews that consistently refer to individual staff rather than the overall team — this could spell trouble if those particular staff members were to leave. Watch for long lapses in reviews or reviews that suddenly change in tone. A couple of negative reviews doesn’t mean you shouldn’t book, but sustained comments about the same problems could indicate a problem, and you might want to keep searching. 

About Sugar Pine Island at Cottonwood

Located on the beautiful Bow River, Sugar Pine Island is located in the picturesque valley of the Foothills as part of the exclusive Cottonwood Golf & Country Club brand. With two adjoining private indoor event spaces and more than 22,000 square feet of exclusive manicured greenspace, the newly renovated event island is the perfect natural backdrop for stunning outdoor ceremonies and elegant indoor receptions. 

To book your site visit today, visit cottonwoodgcc.com/weddings.

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