The Venue's "Day Of" Timeline
Finally! The day has come. All the pent up excitement is about to be unleashed as you swoop in with your squad to setup for the evenings events.
Our staff has created a small post about what to expect on wedding day. Things will definitely go wrong on wedding day and you have to be OK with it. At the end of the day, just remember that you're marrying your best friend and that's all that really matters!
We recommend hiring a professional event planner to avoid wedding day hiccups. Most brides hire an event planner or "Day Of" coordinator to help with the logistics of a "once in a lifetime" event. The day will go much smoother!
Up until now you've spent countless hours reading tips and hints on your online planner and emailing the venue all of your questions and concerns. Hopefully you filed them in a folder on your email server for future reference. You will have attended an open house and completed your final walk through as well as the FDA Questionnaire. As you can tell, even though we are just renting a building with a few tables, chairs and decorations, we still try to keep you updated as to what to expect. We want your event to run flawlessly and for you to look like the wedding boss that you are.
So..here we are, its wedding morning!
Do you have the email that was sent to you containing the pin code? Great because that same email will have the after hours number to the venue if you need to reach someone. Since we are not there for your event, this means we are not there to answer our phones so calling us won't do much good and you'll be in a bind already. Remember these numbers are emailed to you to help you. Forward the copy to your event planner or bridesmaid for safe keeping.
Arrival: 10:00am unless you opted for "Early Arrival"
Enter the pin code that we emailed to you earlier. It won't be activated until 10:00am sharp! The code will unlock the door . Make sure you filled out the Final Detail Questionnaire. A completed questionnaire generates the door code.
Did you book a Friday package? Then your arrival time will be 7pm on Thursday unless you've added extra time or made other arrangements.
Your pin will be activated at 7pm sharp.
Troubles opening the door? Read the email that contains the door code to make sure you're entering the correct number. If you skimmed through the email looking for 4 digits without reading the entire email, you're going to miss it. Still having troubles, call the number that was provided to you in that email.
Walk through: Count your tables and chairs, if you ordered extra tables, locate them and count them. This is the time to make sure your deliveries are correct. You're accepting the building as is where is so check it all out. If we don't hear from you within the first hour, we know all is well. We might check on you later or you might see security walking the grounds. Someone is always on call.
Unload: Remember don't prop the door open or the alarm will sound. The alarm reminds you to keep the door closed to control the humidity so your cake doesn't sweat, draping doesn't blow down and birds don't fly in. Yep..this has all happened. It's against fire code to block the road so don't forget to move your cars. We will give you tips about parking at your final walk through so we rarely have any problems.
Decorate: Inventory changes every week so what you've seen in the past may not be available on wedding day. You're welcome to use anything in the decor room but, it can't be taken outside or to other buildings. This has been stressed throughout the planning process. You also agreed to this on your contract. Security doesn't want to embarrass you by asking you to bring the decor back inside.
Fire Code: The table layout you see when you visit the venue is the "Fire Code" approved table layout. Your wedding planner or coordinator should be knowledgeable in local, state, or federal laws, rules, regulations or ordinances. One of our brides had a visit from local officials pertaining to table layouts violating fire codes.The event was shutdown and tables had to be rearranged according to code. The layout you see when you visit the venue is the layout most brides use. Anything else can be a code violation.
Get Ready: The dressing room is ready for you. After decorating, bring some snacks to the dressing room to relax before the big night ahead of you. If you decide you want more space and want the lounge, contact us through the after hours number provided to you in your email. We will email you an invoice and get you unlocked in a jiffy. Don't call the office. Chances are you're calling on a weekend and of course we are not there.
Party Time: Have fun! If things get out of hand, you can call the after hours number that was emailed to you. If it's a spill or cleanup, the brooms, mops and toilet plunger are in the storage room. All of these things are going to happen!! Lots of people equals lots of mess. Hire a coordinator or hostess to help keep the mess to a minimum.
End Of Evening Cleanup: Stack all of the chairs in the decor room behind the yellow line and move the tables back to the fire code approved layout. Sweep and bag all of the trash in all of the buildings. If you used fake flower petals, sweep or pick them up. Bring the trash to the area discussed in your final walk through. These are things we discuss in your contract, final detail questionnaire and final walk through. Easy peasy!
Take a picture on your way out to show you left it like you found it. The cleaning company will charge you and deduct from your cleaning escrow for any incurred expenses. Here's a helpful link. https://www.belvedereballroom.com/post/end-of-evening-procedure
Need something? Call us on the after hours number. This number is different than the office/reservation number. The number provided to you is a hotline or emergency number to someone on call. The venue is closed for your event so there to answer your call. You'll hear the phone ring but, you're the only ones there. You'll find the phone number in the email which contained your door code. phone number in your email. Although we are just providing the space for your event and we are not a part of the planning process, we are here if you have questions.
You've been waiting for this day for a long time. It's so exciting to see how the day will magically unfold!