Venue Hire Agreement

Mellypoos

Hi everyone,

I have been lurking for a little while trying t pick up some great tips and now need a bit of help myself.

I got engaged at Christmas and we are looking at a wedding next Sept. The venue is picked and we are going back to see it at the end of the month. Another couple are getting married and we have been offered the chance to see it during the set up time.

I'm looking for a bit of advice re the contract as it's not clear from the booking conditions and I want to be sure what I ask the venue. There is a booking deposit which is the room hire charge. we are then asked to pay £30 towards each person about two months before the wedding, with the remaining money to be paid after the event. The meal costs is between £30 and £40 per head so really we are only looking at paying the extra for wine/bubbly and the additional of the meal after the event.

Should the venue give us a contract after we pay our deposit based on the number of heads for meal and the drinks charges. I would ideally like to sit down with them and work out how much of everything we will need an get a quote and contract drawn up so that everyone is clear of cost before we get too close to the wedding date. Particularly as I would want it stating that prices will be fixed at the time of booking. I have been advised this is the case by the venue but would like something in writing.

Sorry, this has become very long. What would the normal order of things be?:)

Thank you
Mel

Zlata

I would definitely get the costs agreed in writing before paying the deposit. The last thing you want is for the venue to mess you around 2 months before the wedding when you thought it was all sorted a year ago.
From my recent experience, I would be careful on the wording regarding numbers of guests. Also, two months before the date you may not know totally final numbers so it would also be worth finding out what the deal would be if it turns out that due to a drop in numbers you have overpaid.
Good luck with it all!

themull1

and take out wedding insurance!

nuatha

Following on from Zlata's post.
Get the minimum and maximum numbers the venue will apply that price to, how late do they need final numbers.
If possible get them to agree a fixed price now, if not ask them to give a maximum percentage increase on their prices (as in any price rise will be not more than x% of the total quote agreed).
Get a breakdown of exactly what the quote covers for example if it includes table decorations, is this only the top table, or every table and what do they each comprise.
I'm concerned about the idea that you pay a balance after the event, and wonder if this is so that they can up the bill by adding extra bottles of wine to the table service or an open bar - fine if that's what you want, but it could come as quite a shock if you are expecting to pay an extra tenner a head and there's also an extra grand or two of wine and extras to pay for.

Mellypoos

Thanks for the advice guys. I am going to see the venue again tomorrow so will take all of this into consideration. I have done a bit of research as well and it doesn't seem usual to bill after the event. I would feel better if everything was paid upfront as there should be any additional extras that haven't been agreed in advance so I am going to ask if this could be done instead, with the added back up of wedding insurance in case.

jenhug

get the insurance before you start booking things