Valuable Tips for Selecting a Wedding Location
Filed underSelecting an Event Location
Before you jump into searching through the hundreds of facilities we profile, identify what kind of celebration you want and establish selection criteria early. Here are some basics:
Is Your Site Geographically Desirable?
Your first big decision is to select a location that will make geographical sense to you, your family and the majority of your guests. Most people have special events close to home or office, so there’s not much to consider. But if you pick a spot out of town, you need to think about the logistics of getting everyone to your event site.
Special Considerations in California
Guests may be traveling a considerable distance by car to get to your party destination. Given the California freeway system and traffic congestion, you’ll save them lots of time and trouble if you provide, along with the invitation, specific directions on a separate map drawn to scale. Include symbols indicating directions (north, south, etc.) and the names of the appropriate off ramps. If you’re not sure about exits, landmarks or street names, take a dry run of the route to make sure everything on your map is accurate and easy to follow. And, if your function occurs after dark, do the test drive at night so you can note well-lit landmarks that will prevent your guests from getting lost—both coming to your event and going home.
If you’re having a Friday evening event, take commuters into account, especially if your event site is in an area that gets bumper-to-bumper traffic. Plan to have your event after 7pm when freeways are less congested.
Even if you have few constraints when picking a location, it’s still worth considering the total driving time to and from your destination. When it’s over two hours, an overnight stay may be necessary, and you may be limited to a Saturday night event, since your nearest and dearest won’t be able to spend hours on the road during the week. If you have guests arriving by plane, it’s certainly helpful if there’s an airport nearby, and if your co-workers, friends or family enjoy drinking, try to house them close to the event site.
There’s no reason why you can’t contemplate a special event in the Santa Cruz mountains if you live in the Bay Area or in a wine cave in Santa Ynez if you live in L.A. Just remember that the further out you go, the more time it will take to choreograph your event—and you may end up having to delegate the details of party planning to someone else.
Style
Do you know what kind of event you want? Will it be a formal or informal affair, a traditional wedding or an innovative party? Will it be held at night or during the day, indoors or outdoors? You can set the tone of your function by selecting the right location, but know what you want before you start looking at locations or the sheer number of options will be overwhelming.
Guest Count
How many people are anticipated? Many facilities request a rough estimate 60 to 90 days in advance of your function—and they’ll want a deposit based on the figure you give them. A confirmed guest count or guarantee is usually required 72 hours prior to the event. It’s important to know what the numbers are early on in order to plan your budget and select the right ceremony or reception spot.
It’s also important to ensure that the guest count you give the facility before your event doesn’t change during your event. Believe it or not, it’s possible to have more people at your reception than you expected. How? Some folks who did not bother to RSVP may decide to show up anyway. In one case we know of, the parents of the bride got an additional bill for $1,200 on the event day because there were 30 “surprise” guests beyond the guest count guarantee who were wined and dined. To prevent this from happening to you—especially if you’re having a large reception where it’s hard to keep track of all the guests—it’s a good idea to phone everyone who did not RSVP. Let them know as politely as possible that you will need to have their response by a given date to finalize food and beverage totals.
Seasonal Differences
California, for all its (pardon the expression) faults, has got some great advantages weather-wise. Outdoor special events, ceremonies and receptions can take place throughout most of the year and, from September to November, you can anticipate sunny skies and warm climes. However, when the mercury rises in inland areas, watch out. A canopy or tables with umbrellas are essential for screening the sun. In fact, you should ask each facility manager about the sun’s direction and intensity with respect to the time of day and month your event will take place. Guests will be uncomfortable facing into the sun during a ceremony, and white walls and enclosed areas bounce light around and can hold in heat. If your event is scheduled for midday in July, for example, include a note on your location map to bring sunglasses, hat and sunscreen. If you also mention words like “poolside,” “yacht deck” or “lawn seating” on the map, it will help guests know how to dress. In summer, you might want to consider an evening rather than a midday celebration. Not only is the air cooler, but you may also get an extra bonus—a glorious sunset.
If you’re arranging an outdoor party November through April, or in the foothills or mountain areas, expect cooler weather and prepare a contingency plan. Despite our region’s favorable Mediterranean climate, it has rained in May, June and July, so consider access to an inside space or a tent.
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