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Wedding Extras Wedding Musts

Food Menu Beverages The Venue

This is the Web versio of a booklette we give to all Brides-to-be who visit our Hillier Tasting room. The Web version may contain more recent and updated information. It also has information thata’s too lengthy for the printed version. Feel free to share this page. It’s address is: https://harwood.blog/your-wedding

Wedding Extras

We asked some of the top Wedding Planners we know, “What are the little things that make a wedding special?” They all agreed on a list of things that set a special, memorable tone to a wedding.

Small gifts from the Newly-Weds to their parents

Celebration of family and cultural traditions in photo displays, food and decor

Interactive guest activities and games during cocktails and dinner

Let a guest request-a-song for playlist on the RSVP form or email

Incorporate your love story into the program, decor, and speeches

Include the guests by name in speeches where appropriate

A display of photos chronicling the Newly-weds road to marriage

A videographer station where guests can record rememberances or give advice to the couple during cocktails

Late-night snacks and coffee if the event goes into the wee hours

A surprise element, like unannounced live music, fireworks or dancers

Wedding Musts!

Here’s a list of important and frequently forgotten things that all Wedding Planners agree will save the day. Recommend: give your Bestie a copy of the list and ask them to help you follow it.

Your Marriage License (and holder)

Your Wedding Rings

Printed copies of your vows

Normal pre-event meals and stay hydrated on the day of the event because you’ll need to feel right and have lots of pep and stamina

A handheld steamer

Your credit cards, checkbook and cash

An overnight bag with a full casual attire change – under and over

Extra undergarments in case of costume failures that require a different undergarment configuration

Backup Wedding shoes because things break

An Emergency Kit (add your own items but here are some basics)Band-aids, antacids, pain reliever, nail polish remover, tissues, hairspray, bobby and safety pins, lotion, personal items, a sewing kit, stain remover, deodorant, tooth brush, spray bottle of water, crochet hook for buttons

Cake knife or serving set – A little thing that is frequently forgotten!

A set of Wedding Invitations and other stationery for the photo story – Your photographer may have other needs or suggestions as well

Extra phone chargers (for yourself…and others)

Music, snacks and beverages in the Wedding Party dressing room(s)

Entertainments, snacks and beverages for Kids in the Wedding Party

A printed copy of the Wedding Timeline for all Wedding participants

Good security for Wedding Party members’ personal belongings

Food Menu

Food is one of the most memorable things about a wedding whether it’s home-cooked, catered or silver plate service. Here are several notes about wedding food from experienced Wedding Planners:

Ask guests about food preferences and allergies before planning the menu. A menu with options will please more guests.

Ask your caterer if quoted prices are subject to change with market prices. Some offer pre-tastings of various menu items.

Caterer or not, stay with dishes that are simpler to prepare and easier to serve. There are many serving options including pre-plated, buffet, family, Barbecue style and serving station, even food trucks!

If there are children coming, you may want junior-size servings for them.

Snacks should be “non-messy”, bite-size and non-allergenic.

If the menu items represent your personal stories, explain them in the menu.

Pair good foods with good quality drinks – Poor drinks ruin good meals.

Beverages

Wedding beverages should include zero-proof options, like 0.0% beers and Mocktails, juices (for kids), coffee and tea. Drinks with alcohol are still the staples, but remember: your guests are driving.

Some venues charge a ‘corkage fee’ per bottle if you wish to serve wines that they don’t offer in ther packages. Frequently, those are ‘bulk wines’ which venues buy at get-rid-of-it prices. Good wines don’t have to be expensive. Ask your venue for a tasting, then bring along your alternate choices and let your tastebuds decide.

Harwood Estates offers two free bottles per case or about -17% on all wedding orders over three cases. Beer is also available at -15%. Delivery acceptance must be pre-arranged with your venue.

The Venue

This may be the trickiest subject of all no matter where your wedding will be; your own home, a country hall, church basement or a hockey arena! All have a long list of urgent considerations.

Here is our full list; a composite of wisdom from all the lessons learned by many of the top professional Wedding Planners over long years of making perfect weddings happen and avoiding catastrophies.

One thing they all agree on is, “If you don’t have it in print, it may not happen!” Don’t be timid about confirming every single important detail.

Questions to ask before contracting a venue

Location Availability:

What dates are available during the month(s) you’re interested in?

Are there any lower prices for non-Saturday weddings?

Are there lower prices for brunch or early afternoon celebrations?

Guest Counts:

How many people can the venue accommodate?

What are the price differences for different numbers of people?

Any price flexibility for choosing different rooms or spaces, or with different table layouts?

Parking:

Is parking available for your guests?

Is there a parking fee?

Is there valet parking service?

Are there any shuttles, cabs or other transportation provided and/or available if needed?

Are there Electric Vehicle chargers available, or nearby? (Two types: Tesla and EV standards.)

Restrooms:

What is the restroom situation on-site?

Are restrooms indoor or outdoor?

Is there a restroom for people with special needs (ADA Compliant)?

Special Needs Accessibility:

Are all areas of the venue accessible people with disabilities?

Security:

Is there a general security plan?

Is there security for personal belongings and vehicles of guests and the Wedding Party?

Rental Fees:

What exactly is 100% included in the rental fee for the reception venue space?

Are tables, linens and other necessary items included, or at additional cost?

Is there a printed list of any and all options you might choose from?

How much ‘occupied-time’ is included in the rental fee?

Can additional time be added onto the basic rental fee? If so, at what fee?

What happens if you overrun the included time?

Ceremony Space:

If you’re interested, is there a space for your ceremony, as well as the post-vow celebrations?

Is there an additional fee?

How many guests will the ceremony space accommodate?

Weather:

If your venue space is outside, what back-up plans are available if bad weather strikes?

How would the decision to move indoors be made?

Catering:

If food and beverage is provided by your venue, make sure to go over all options and pricing before any contracts are signed.

Are there food and beverage minimums set by the venue?

Review situations for dealing with not reaching food and beverage minimums and more.

Alcohol:

Is your venue able (licensed) to serve alcohol? Are there any restrictions? (Most licensed establishments have well-define boundaries by law.)

Cocktails and Mocktails:

If you’re serving mixed drinks, will the venue staff be able to mix them?

Wedding Cake:

If food and beverage is provided by your venue, are you able to bring in a cake from an outside source if desired?

Decor and Design:

Are there any guidelines for your decorations?

Are you able to move/remove furniture and lighting?

Is open flame allowed for candles?

Vendor Options:

Are you limited to a preferred venue vendor list or can you work with any outside sources?

Vendor Access:

For the wedding celebration, when are your vendors able to access the property to begin their work? This is important for your florists, entertainment and more!

Can vendors deliver prior to the event? Is so, what requirements and restrictions apply?

Is there any on-site storage available for your vendors if needed?

On-Site Team:

Is there an on-site coordinator? If so, what type of guidance and assistance is provided prior to and during your actual celebration?

Does your venue provide set-up assistance on the day of the event?

Miscellaneous Rentals:

Does the venue provide all weather dependent items – coat check, umbrellas, heating, fans/air conditioning?

Noise:

Are there any area noise ordinances that need to be respected?

Does the venue provide any sound equipment?

Does it provide extension cords and electrical needs?

Insurance:

Does the venue have liability insurance? (They should.)

What is covered under their policy?

Deposit + Payment Schedule:

How much is the deposit and what is the payment schedule following?

What are the cancellation policies and fees? (We don’t like to think about this subject, but it is very important!)

Additional Fees:

What taxes, service charges, cleaning fees, overtime, and gratuities are included in the contract?

Once you have all these items covered, request a proposal and review everything in print before signing a contract! Make copies and have a second set of eyes on all paperwork!