10 things to tell your wedding venue - The Inside Pocket

Help them help you.

Low Hall The Lakes | Image by Jono Symonds Photography




Words: E. Hla

Communication with your venue is absolutely key to ensure a smooth wedding day for you and your guests, but what should you bring to the party?

There are plenty of guides out there telling you how to find the perfect wedding venue and what to ask said wedding venue when you plan your first visit. But, what should you be telling your venue ahead of your big day? Here are ten things that’ll help them help you get wed without a hitch.


Middleton Lodge | Image by Gasp Photo

1. Guest numbers

Your guest list is integral to the feel and indeed the flow of your day. So whether you want an intimate ceremony for family and close friends followed by a full-blown party, or a lavish gathering of 200 for a full day of celebrations, make sure your wedding venue is aware of your planned numbers for each part of your day.

2. Little people

If your guest list includes children, it’s always a good idea to inform your venue. They may have certain restrictions or have information for you to pass on to your guests. Also, some weddings venues may be able to put you in touch with local crèche management companies and children’s entertainers.

3. Furry friends

You will find some wedding venues (those without livestock in surrounding fields) are now welcoming the idea of couples incorporating their pets into the proceedings. However, rather than just rocking up with the pup in tow, it’s always a good idea to discuss the possibility of having your pets present on your wedding day and if your venue has pet-friendly rooms to accommodate your furry friends.


The Walled Garden at Cowdray | Image by This & That Photography

RSA House | Image by Rachel Takes Pictures


4. Supplier details and logistics

Make sure you send your wedding venue a full list of the suppliers who will be setting up or delivering items on the day. Include their business name, contact details, what they’ll be supplying and the time they’d like access. The venue can then get in touch with them directly to discuss logistics and any formal paperwork that may need completing by your chosen suppliers (such as including PAT testing certificates and liability insurance).

5. The wedding party

To take the pressure off, ask a few members of your wedding party to liaise with the venue and suppliers on the day. Ensure your venue has telephone numbers for your key players – this could be parents, groomsmen or bridesmaids. Doing this will leave you and your partner to relax and enjoy the day.

6. Arrival times after ceremony

If you’re having your ceremony at a nearby church or town hall, then make sure that one of your tasks for the aforementioned wedding party is to call the venue when you’ve left your ceremony. A glass of chilled champers waiting for you on arrival will kick things off nicely.


Boutique Marquees | Image by Christina Sarah Photography

Browning Bros. | Image by Jess Soper Photography


7. Running order

At most venues, the wedding coordinator and/or caterers will make sure the day runs to plan and, most importantly, runs to time. But always remember, the day is yours so if there are certain things you want to include or not include, then ensure your venue has a copy of your running order for the day.

8. Evening guests

If you are having evening guests join the party then inform the venue of how many guests are arriving and at what time. This way, the venue can ensure your guests are greeted and welcomed. This is especially important if your wedding breakfast is overrunning slightly – guests who are well fed and watered won’t mind waiting for the happy couple to make their grand entrance.

9. Guests with special requirements

Whether it’s guests with dietary requirements, elderly relatives wanting a chill-out room, or disabled access needed; discuss these requests with your venue in advance so arrangements can be made.

10. The morning after

You may not be the only one with a post-wedding hangover – your venue might also be in need of some TLC the morning after the night before. If you have suppliers visiting the venue the day after the wedding to assist with clear-down or to pick up supplies, then inform the venue. Most venues will have a specific time that the venue must be ‘returned’ so make sure you’ve considered this in your running order and plans.


Emma Hla is founder of Coco Wedding Venues – a curated collection of wedding venues and big day inspiration for style-focused couples. Browse her directory of beautiful and unique venues by style or location and find more wedding inspiration on Instagram and Facebook.