You’ve said yes, you have the engagement ring, and you may even have the dress (the one you’ve had your eye on for ages). You’ve just chosen the venue. Now you are starting to feel the pressure, right? You have an idea of what your perfect day looks like, and you want to make sure it is truly perfect, so if you start as you mean to go on, you’re halfway there…
We chatted with our new Group Wedding Manager, Soraya Ferrer-Cabrera, to provide helpful hints and tips about making the most of your first meeting with the wedding coordinator at your chosen venue. Remember, they’re there to support you and make your dream wedding a reality. Get this right, and you’ll be off to a flying start.
The first meeting with your venue’s wedding coordinator is critical in your wedding planning journey. As early as this, you can start to set the tone for your big day. It may seem too early—and of course, things can always change—but it helps ensure everyone is clear on the basics from the off. For example, you usually know whether you are going for a traditional affair or want to stand out from the crowd and be daring!
So, if you prepare well for this first meeting, you can build a great relationship with your venue coordinator and have a stress-free journey to the wedding as possible. Though we can’t promise to deal with family feuds, we can ensure we’re not part of your worries.
So, what would Soraya offer in terms of advice?
“Well, be prepared. It sounds simple, but you need to talk as a couple and discuss what is in and out, what you both see the day looking like, what you see the day looking like and budgets. They don’t need to be set in stone, but you need to know your boundaries”, says Soraya. “Other than that, there is a tried and tested recipe that has worked with many couples before you and the more you discuss ahead of the meeting with your partner and your families, the better”.
So here we go:
Before the meeting:
- Talk numbers: Consider who to invite and who not to invite. Where do you draw the boundaries? Cousins? Work colleagues? Your mother’s second cousin, whom you met when you were 6? What are the bronze, silver, and gold budget options?
- Align on Style: Do you want a traditional, sit-down meal with toasts, speeches and that wedding disco and buffet until late, or are you more daring? A celebrant, a welcome pint, then table games and a photo booth? It’s all possible. Let’s be honest, though. It is your day, but what are your nearest and dearest expecting? You don’t have to care, but you have to manage their reactions.
- Check the contract: Ensure you know the terms, what is included, and what is not. Also, be clear on what you are committing to and when and if there are additional costs for things you want. No one is here to trip anyone up, so this gives you a chance to clarify and ask questions.
- Capture those questions: Write down a list of what you want to ask during the meeting. This will ensure you make the most of the meeting and cover everything you want. Keep a pen and paper by your bedside if something comes to you in the middle of the night!
At the meeting:
- Availability and capacity: Double-checking is always useful now that you have a firmer idea of the numbers (that you know from your prep work!)…And don’t forget to ask about any extra space you might need to prepare on the day. There will be options.
- Payment Schedule: Understand when payments are due and cancellation clauses (sorry, but it does happen).
- Discuss catering: What options are on offer? What is most popular? What works best with your numbers? Ask to see sample menus and pricing. Don’t forget the evening reception and maybe even the post-disco bacon sandwich!
- Set-up options: What layouts can you have in the venue? What works, and what has been done before? Are there any pictures (and, of course, you will see the space again to better understand what you might want!)? What décor is included and what is not?
- Bars and Alcohol: Think welcome drinks, toast, wine with the meal, and whether you’re feeling overly generous or not (or how much your guests might consume). Barcelona Suite has a fully staffed bar with a wide range of beers, wines, and spirits and Valencia can have table service or pre-orders.
- Flowers, cakes, and the rest: It is always worth asking if the venue has a preferred supplier list. This gives you confidence that they have worked in the venue and, reassuringly, done a great job. Casa Hotel has a range of suppliers who have worked successfully with us for many years.
- A Rainy Day Plan: If you are fully inside, no worries, but talking about contingencies is always good. We have a stunning balcony outside Barcelona, but this is Derbyshire, so a plan B is essential.
- Let’s talk party: If you want a full evening reception, ask about DJs, dancefloors or live bands. Does the venue have them on hand, or can they make recommendations? And not for now, but think about the music choices; you may have a playlist you love!
- And those other things: Think about tableware, room décor, cake stand, etc. If it’s in your head, ask it now. What about bedrooms for those travelling? Casa Hotel has 100 bedrooms, including several suites.
