The success of your wedding day relies heavily on your venue selection. Asking the right questions and planning far in advance ensures you do not have any last-minute surprises. You start by creating a list of requirements that your perfect venue should match, and then research the potential locations you are considering. Remember your wedding day only happens once, so the more you plan, the better the result. started off with every bride’s new best friend, Google. I researched all I could on “Indian weddings.” To my dismay, not much exists out there for the Indian-American bride; however, I did find some inspiration on a few scattered websites. Some of my favorite wedding websites included www.weddingsutra.com, www.myshadi.com, and a few articles on www.theknot.com.

Starting the Venue Search
A recommendation from friends and family who may have been through a similar search for their weddings is a great starting point. They may have brochures of venues that they have visited previously and may already have key contacts within the venues. Indian weddings are typically large affairs so starting your venue search earlier, possibly a year in advance, is highly recommended.

Contacting Venues
When you have narrowed down the list of venues, contact the person in charge at venue location-normally the Event Manager or Banquet Manager. Make a general inquiry about hosting your wedding and ask them to send you full details of the venue. If you have left a message, make a note of how quickly they respond as this is important and determines whether you should go for the venue or not. You should expect a quick, friendly and helpful response, as that person will be managing your wedding. Any delays are just not acceptable.

Catering
Most Indians and Pakistanis families prefer food from Indian or Pakistani restaurants. A few venues do not allow outside catering. If that is important for you and your family, you want to find this out in your initial conversation. For some families this is make or break situation. Some venue places may meet you halfway and make you buy a certain amount of food from their vendor and allow the rest of the food from outside. The venue management may require that your caterer has liability insurance, and you might have to supply the proof of that insurance.

Costs
Make sure you find out the costs upfront, and more importantly, find out exactly what does this cost include. For example, the package cost may include complimentary rooms, decoration, waiters and staff to manage your wedding, and dishes/place settings. Hidden costs need to be taken into consideration-and known about before deciding to book the venue. You may want to go for a hotel where they will give you a complete package for the event, which includes hotel rooms for guests to rest and change clothes as well as a honeymoon suite for the bride and groom. Many of the major hotels have signed contracts with Indian wedding caterers, which must be used in preference to other caterers. These caterers are normally vetted for quality and health checks-and this will remove the uncertainty associated with some of the suppliers.

Signing on the Dotted Line
Make sure that you read the fine print. Before deciding, review the logistics. This is where an event coordinatoror wedding planner will be useful, as she/he will be able to negotiate with the venue and manage the whole event. Your venue will be the most important factor in your wedding, so make sure everything is in writing.

Booking a Venue – Questions and Dilemmas
Once you have booked your venue, you need to ask many questions of the venue manager. No matter how small, silly or trivial the questions and dilemmas are, don’t hold back, just ask. You are paying a lot of money for the venue, so you need to be completely happy with the service and have complete confidence.

Few Sample Questions you should ask

• What time will the venue be available for your event?
• Make sure your decorators, florists, mandap supplier, and caterers have sample set-up time.
• Are there any restrictions to what we can do in the hall at the wedding ceremony?
• Are there restrictions on décor, flower petals, or fire restrictions for the mandap?
• For Hindu weddings, explain about the fire at the wedding time. Most pujaris bring smokeless charcoal, but it will be advisable to clear the issue.
• What does the venue provide for table décor?For example, tea lights, candles, ornaments, etc.
• What type of table settings are available, e.g. white tablecloths or are there other choices?
• How will the tables be arranged?
• Do you have sample table plans?
• If you have your own centerpiece for the dinner table, will the hotel staff set it up on each table?
• Are there options for the lights to be adjusted at certain times during the wedding?
• Find out the name of the person in charge.
• We require A/V capabilities on the day, how can your staff members help?
• Find out the name of the person in charge.
• If the cost includes alcoholic and non-alcoholic drinks, then you want to find how long the bar is going to be open.
• If the cost does not include alcoholic and non-alcoholic drinks, can you pre-purchase the drinks and serve them using the venue’s staff?
• How many staff members will be assigned to your event?
• Find out the name of the person in charge. – Is valet parking available at no cost or discounted price?
• Can guests use the parking facilities at no cost or discounted price?
• If we decide to have the wedding in the morning and the reception in the evening, are there changing rooms that can be used for our guests?

Tips from Area Vendors

For me, the most important element to look for is commitment.

• How long did it take for the Catering Manager to call you back?
• Did they offer you let you see the ballroom?
• Will they be there the night of your event?

You should feel that your business is important to the hotel and you will be well taken care of. I see time and again a “no-care” attitude, which is unacceptable in the hospitality industry. If you do not feel like your event will be a complete success and if you don’t’ have total confidence in the Catering Manager, it is time to look elsewhere. Anthony Flynn, Catering Sales & Banquet Management Sheraton Safari Hotel & Suites.

When selecting a venue for your special occasion, it is important to verify that additional set-up time can be accommodated should your decorator need additional time. Another imperative factor to look into when choosing a location is to see if there are additional rooms on-site should a space be required for prayer during the function. Be sure to make certain there are no fire code restrictions when planning a ceremony in a private venue.”

Amy Ames
Holy Trinity Reception & Conference Center
Pick a Venue where the Catering Staff is very familiar with all of the different Indian religions and regions and

• knows how all of the sequential events go, so that you feel comfortable and confident, and don’t have to oversee everything yourself.
• Pick a venue where there are several different banquet rooms so you do not have to do the Mehndi and reception in the same room
• Make sure the venue has a large covered area such as a Port du Cochere so that when the families meet outside, you are covered from the hot sun or the rain.
• Pick a hotel if you have lots of out-of-town guests so you do not have to worry about transportation, travel time and the comfort of your guests and family.
• Pick a hotel with plenty of parking and free self-parking. With valet and garage parking, long lines will form as guests leave and disappoint them at the end of your fabulous event.
• Pick a venue where the Catering Director or Manager is familiar with Indian vendors and has a good relationship with them so there is a seamless transition of service and products

Lesley Bliss
Director of Catering
Hilton Deerfield Beach/Boca Raton
When selecting a venue to host your most important day, some key components will assist in ensuring a flawless event. Asking for verification of the venue’s service quality reputation, and the longevity of staff that will lend a helping hand. This will make you feel secure that the same people you have booked your event with will be the same people that will be there for you the day of the event. It is imperative to request a very detailed contract agreement with no hidden costs-mapping out, in writing, each and every detail of your event that you expect to occur the day of the wedding. This leaves little room for error the day of the event, and accounts for mutual knowledge and agreement between you as the client and the venue. With any cultural function, it is important that the venue and the ethnic caterer work well together, so make sure you give the caterer’s name and contact information to the venue as soon as caterer is contracted. This allows the caterer and the venue time to consult, thus ensuring a seamless event.

Maxine Groves
Director of Catering
Sheraton Suites Plantation, FL

Choosing the Right Venue For Your Vision

By Rina Shah, The Arpan Group

Once a couple is engaged, along with the many congratulations and best wishes from family and friends, comes the inevitable onslaught of questions. When is the big day? Have you picked a place yet? Where you choose to host your wedding will likely be one of the most difficult decisions during the planning process. The venue should not only be able to comfortably host guests, but also be a reflection of the couple’s personality. Venues are not one size fit all – a space that is the perfect choice for one couple may be limiting for another.

Though there are many available choices for a wedding venue, most couples have a general idea of how they want the day to unfold as well as the look and feel of the event. Kim Johnston, Director of Catering at the Marriott Palm Beach Gardens in Florida, believes that seeing the venue in person is most helpful. Choosing a venue can be a “’we’ll know it when we see it’ moment. Everyone has a vision of their perfect venue. Choose a venue where you are the focus of their attention. If you don’t want to be one of many events, but one-of-a-kind, pick a venue that accommodates that special request.”

Narrowing the Choices

Couples should begin by creating a list of their top choices. Start with your budget. Be reasonable in what you can afford while still comfortably hosting your guests. While some venues provide linen and décor services or catering, others may not, so factor these items into your budget. Consider the main aspects of a venue needed to make it your ideal space – high ceilings, lots of light, outdoor options, in-house or outside catering, accommodations, hometown or a destination wedding, etc. Andrea Constatinou, Senior Sales Catering Manager at the Hilton Orlando Bonnet Creek & Waldorf Astoria Orlando adds, “Be selective in the number of venues that you visit. Don’t go crazy visiting more than 3-4 venues – as often this just causes confusion.”

When considering from the many options available, couples should focus on:

Guest list: Along with venue, this item ranks high on the list of priorities. While the number does not need to be exact, a strong estimate will help establish the size of venue needed as well as other basics like invitations, catering, and accommodations.

Logistics: Will guests be from the local area or from out-of-town? Will all events be held in once place or at multiple sites? Will the events be indoors or outdoors? What time of day will the event take place? Take all of these into account as you narrow the possibilities.

Catering: Take a look at options for food and drink. Do you have dietary or cultural restrictions? Will you need an outside caterer?

Style: Part of the fun of planning a wedding is the perfect opportunity to show off your personality. While the idea of hosting a wedding in the lobby of an art museum might sound appealing, be sure toconsider all the logistics. Will the space hold not only the guests, but also equipment for caterers? If your fantasy venue is not possible, find ways to infuse your style. As you visit venues, ask the catering or event manager to help you visualize different layouts and unique options.

For South Asian weddings, couples should carefully consider whether the venue is aware of and can accommodate cultural needs. Teresa Bernstein, Director of Catering at the Hilton Orlando in Florida shares, “We have conversations with the family to and talk through the various cultural needs and expectations to ensure we are all on the same page. The Hilton Orlando is very familiar with cultural weddings, and we take pride is exceeding our guests expectations by immersing ourselves in the culture. The entire Hotel is engaged throughout the process, which permeates throughout the wedding.”

Preparing for First Visit

Once the list of venues has been narrowed down, begin making appointments to see the space in person. Be sure to allow adequate time to walk through the property and ask all of your questions. Michelle Shulman, Marketing Director at the Bonaventure Resort & Spa in Weston, Florida, also advises couples to “have an outline of what you think you would like your dream wedding to encompass. Use Pinterest and magazines with pictures of what you would like. The more details the better.” Catering and event managers have an eye both for detail and for how a space can be transformed, so share your ideas and thoughts for your wedding vision.

Be sure to have an approximate number of guests, number of events, and list of date options with you. The more details you are able to provide, the more comprehensive the proposal, which will give you a good sense of pricing and services. Rick Galipault, Director of Catering at Innisbrook Resort in Palm Harbor, Florida, reminds couples to “Be consistent in what you ask for so any proposals you receive are true ‘apples to apples’ comparisons.” By asking the same questions at each venue, couples will be able to adequately compare the price, size, room options, and catering to get a better of sense of which space is truly the right fit.

Favorite Wedding Moments

The experts share their favorite wedding moments.

Bernstein: I always admire the fact that I get to meet so many family members since the marriage symbolizes not only the union of the Bride and Groom, but also the two families. I love getting to know both sides of the family and seeing the love that goes into planning the Bride and Groom’s special day.

Constantinou: The first look…I love that moment when a couple sees each other for the first time privately…I still tear up.

Galipault: I really enjoy the Baraats; the enthusiasm and joy put into the Baraat is always amazing to see!

Johnston: When I finally get to see the bride and groom in their traditional wedding attire. So beautiful, so colorful!

Shulman: The Baraat, hands down. The joy, the music, the color and the elephant!

Featured Venues

Special thanks to the properties, all of which are well-versed in hosting successful Indian weddings, for participating in this article.

Bonaventure Resort & Spa
www.BonaventureResortandSpa.com

Innisbrook Resort & Golf Club
www.innisbrookresort.com

Hilton Orlando Bonnet Creek and Waldorf Astoria Orlando
www.hiltonorlandobonnetcreek.com
www.waldorfastoriaorlando.com

Hilton Orlando
www.thehiltonorlando.com

Marriott Palm Beach Gardens
www.Marriott.com/PBIPG

About the Author
Rina Shah is the CEO and founder of The Arpan Group, a boutique ad agency and public relations firm that specializes in capturing untouched ethnic markets. From press releases and media kits to marketing materials and by-line articles, The Arpan Group customizes solutions based on the client’s needs. For more information, visit www.thearpangroup.com or call (703) 651-6670.