Deciding which venue to hold your wedding at can seem like a daunting task. This is often the first move you make in planning your wedding, and can also be the biggest investment. With each venue having unique rules, different policies and designs, no two are really alike. We spoke with Michaelle LeManne Lamb, the Wedding & Event Development Manager for an exciting new venue Sugar Pine Island at Cottonwood breaks down some things that you might want to consider when choosing a venue or narrowing down the many options! With over 12 years of experience in weddings and special events, multiple local and national publication and a finalist for the Canadian Special Event Awards Wedding Professional of the Year, Michaelle has worked with her fair share of venues. Below are some of the top tips she suggests when starting your venue search!
5 Things to Consider Before Booking a Venue
1) Cost: What’s included?
There can be a lot of fees often not accounted for in contracts that can quickly add up. Some
venues require a tourism levy, Socan fees, additional staffing costs and food & beverage
minimums and gratuities on top of venue and catering costs. This can amount to an additional
15-30% on top of the contracted costs. Read the fine print of the contract and make sure to ask
for a complete list of additional fees will be added to the final bill.
2) Venue Manager vs. Third Party Wedding Planner/Coordinator: What’s the
difference?
Some Venues include a wedding coordinator or a venue manager for assistance during
planning and day-of execution. The degree of skillset, experience, general duties and tasks vary
greatly from venue to venue so make sure to ask for a detailed explanation (preferably via
email) from the venue as to what those responsibilities and inclusions entail. That said, 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.
3) Set Up and Tear Down: When and Who?
Venue timelines and access times can also vary greatly. If your wedding requires a large
amount of set-up and third-party deliveries, make sure you understand load-in access times,
set-up and take-down requirements. Some Venues require all items to be removed from site the
night of the wedding while some allow overnight storage and removal next day. Also ensure you
understand expectations for who is responsible for set-up and teardown: is the venue to set
tables, chairs, place settings, etc.? Will they assist in teardown? Clear expectations of
responsibilities will ensure a smoother and stress-free execution both before and after the
event.
4) Reviews: Do they matter?
The best indicator of future performance is past performance. To that end, 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 negative reviews do not mean you
shouldn’t book, but sustained comments about the same problems are a giant red flag and you
should probably keep searching.
5) Policies & Protocols: Are they all accounted for?
Does your venue offer exclusivity? If not, how many events could be happening
simultaneously? Is there a noise bylaw in effect? When is alcohol last call and bar
shutdown? Is there an option to extend event end time? All of these line items should be
included in your contract, and once again can vary venue to venue. It is important to take all
of these policies into consideration as some could significantly change the scope of your
event.
By Michaelle LeManne Lamb
(Wedding & Event Development Manager, Sugar Pine Island at Cottonwood)
Photographer: @Tess Lucas Photography
Venue: @Sugar Pine Island
Need some help narrowing down your venues?
Check out our new Mountain Venue Guide, where we have done the sourcing and heavy lifting for you!
Interested in learning more about the exciting new venue Sugar Pine Island at Cottonwood coming in 2025?
Check out their website below
Ready to book a consult with the Diva Team to see how we can help make your day unforgettable?
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