Reserving a private estate in a new location for (potentially) hundreds of people can bring a plethora of obstacles. As a top-notch wedding venue in Carmel Valley, we get asked a number of questions by couples looking to organize bits of their own wedding; including questions such as:
“I have a friend who owns a business that can help with floral arrangements. Is that allowed?“
“My friend is a bartender. Can he serve our alcohol for the reception?”
“Can I pick my own wedding planner?”
Trying to save money while creating the ideal wedding you’ve always dreamed of is sometimes easier said than done.
The truth of the matter is that using your own vendors can actually cost you more money and cause far more stress than you anticipated. How can you avoid this problem? Use vendors recommended by your venue or the venue’s services themselves.
For example, a Carmel Valley wedding professional who has worked with the venue before will know the ins and outs of the location, allowing them to plan effectively and efficiently; whereas someone new to the area is prone to mistakes, damages and poor planning.
Rather than talking about why it’s best to choose a vendor that has been recommended by the venue you’ve chosen, it may be more helpful if I share 8 real life mishaps caused by vendors that were new to a venue.
1. Staffing Issues with Caterers
Your caterer being understaffed can cause problems for you and can hurt the quality of the service they provide. If the preparation area is not near the reception then transporting items not only requires more effort on the caterer’s part but also runs the risk of your food getting cold and service running slow.
2. Damage Caused by Caterers
The biggest reason you are likely to incur additional charges is due to catering companies causing damage to the property because they lack respect for the location they’re working in or generally do not care.
Here are just a small handful of examples of damage that might accidently occur:
- Oil spills on driveway
- Blocking pipes with grease poured down sink
- Not disposing of trash properly
- Generally leaving the venue in a poor state
- Not cleaning china and flatware
3. Driving & Parking Area Damages
Using your own vendors will likely mean they are unfamiliar with the venue itself, driving in areas where they aren’t allowed.
Low hanging branches knocked off trees, knocking out lights and generally disrupting the landscape are common occurrences that take place because vendors are new to the site.
There’s nothing worse than finding the ideal place to get married only to have the perfect tree you wanted your first kiss as a married couple to take place under, ruined by a careless truck driver.
4. Damage to Lawns
Carmel Valley is typically sunny which means that we pride ourselves in our native gardens and lawns where wedding ceremonies likely take place.
Unfortunately, due to a lack of communication and explanation of the venue’s rules with your chosen rental companies, damage can be caused even with the proper precautions not being taken. Guess who foots the bill for those damages? You!
If you decide to go it alone and pick your own vendors you may run the risk of not being familiar enough with the challenges of an outdoor event space.
When having an event outdoors; whether it be a garden, public park or even someone’s backyard, there are a lot of things to consider:
- Is your caterer familiar with creating kitchens outdoors?
- Are there enough power sources or a generator to accommodate?
- Do you have a tent prepared just in case of inclement weather?
If you pick a recommended vendor then these questions are much easier to answer since they have the experience and the know-how.
6. Transportation Issues
Whether it be valet services or shuttle companies, a number of issues can occur due to poor planning.
Not having enough attendants can lead to guests being stuck in their vehicle as they wait their turn for valet. Companies may not account for the length of a driveway or the distance from the actual car park so imprecise numbers of staff can lead to problems.
Since you are dealing with a new location, attendants may not show or get lost. Shuttle bus drivers can suffer the same problem. Despite technological advances, like GPS and iPhones, these issues still arise.
7. Policies of Rental Companies
While we deal with planning weddings all year round, you on the other hand may not be so rehearsed with the questions you should be asking your rental company. Questions like:
- What’s the delivery window and are there fees?
- Does the venue require that all rentals be removed by a certain time?
- Does the quote include any extra fees?
8. Rental Companies Forgetting Items
If the company you hire forgets one or two items for your wedding, chances are, they will not get said items to you until it’s too late. Why is this? Unfortunately, venues and planners have priority over individuals.
With that said,
You may already have the dream caterer or ideal florist in mind for your Carmel Valley wedding and that’s great, given that Holman Ranch allows for it. However, bear in mind you’ve made an agreement with your venue and must make sure your wedding vendors follow the rules outlined in your contract. It’ll be you who pays for any damages that they cause!
It may seem obvious, but the vendor driving their truck or the caterer that leaves the kitchen in a terrible state likely will not worry nor care should their mistakes cost you extra fees. Just food for thought.
So if you’re looking to have a less stressful wedding here in Carmel Valley, we highly recommend seeking out a venue that has a recommended wedding professional list in place, like Holman Ranch!