The Ultimate Checklist to Help You Find the Perfect UAE Wedding Venue

You’re ready to start looking for your UAE wedding venue – congratulations! Here in the UAE we are truly spoilt for choice, whatever style of wedding you have in mind, so getting your potential venue shortlist down to just a few options could be tricky.

First things first, have a date for your big day in mind and then do some research into what the different venues offer in their wedding packages. Once you’ve narrowed your potential options down to about two or three, contact those venues to ask a few initial questions – what are the costs, is your date free…? If you like the answers, you can go ahead and arrange a formal, pre-scheduled visit. Even if you’ve already attended the venue for another wedding or a different event, it’s important you still arrange to visit properly. Venues look very different when they’re set up for weddings, so don’t rule out somewhere because it looks too ‘plain’ in the images. Go and have a look and imagine the space decorated for your big day. And, how else will you know if there will be a power socket where you were planning to put a photo-booth?

During the site visit, a member of the venue’s events team will walk you around the area where your wedding would take place and you’ll get the chance to ask questions. The more questions the better too, as Jovanka Tomasevic, Director of Events and Catering Sales at Lapita, Dubai Parks and Resorts, Autograph Collection Hotels  agrees!

Jovanka says: “We are there to make couple’s dreams come true, so there is no such thing as asking too many questions. We want our clients to have the best day of their lives, therefore, our advice would be to put together a list of questions ahead of the site visit to ensure that you have all the answers and information you need about the venue.”

But what kind of questions should you be asking and what exactly is it you should be looking for when you visit? This ultimate checklist should help to ensure you’re armed and ready.

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Photo courtesy of Lapita, Dubai Parks and Resorts Hotel

Where are the entrances?

The entrance to your venue is very important. Not only is it the first thing your guests will see of your wedding day, it’s also where the Bride will start her Bridal March and/or make her big entrance with her Groom at the reception. If there are multiple entrances, consider if you want your guests to use just one. If you have older guests attending, consider if they would have trouble entering. Will the entrance be easy to find? Will you be able to have personalised signage to ensure your guests can easily find their way?

What’s the surrounding area like?

As well as assessing where your wonderful wedding will be held, take a look around to see what will be surrounding your venue. Will other people be able to be spectators on your big day? Would they be able to walk in and join the fun uninvited? Is there anything going on – like building work, which could ruin your day?

Where are the restrooms located?

Where are they located? Are they easy to get to or do guests need to use stairs or an elevator to get to them? How many are there? Will it just be your party using them or other people too?

What’s the position of the sun…and when?

One of the many things we are blessed with here in the UAE is the glorious sunshine all year round. If you are having an outdoor wedding, it’s important to consider where the sun will be positioned for each part of your special day. Will guests be blinded by the sun while trying to get a good look of you saying your vows? Would a sunset in the background make that picture of your first dance even more special?

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Photo of Kempinski Hotel & Residences Palm Jumeirah | Photo by Women in Wedding

What’s the electricity situation?

It’s very helpful to note where the power sockets are located as this will help you later when you come to determine your layout. You don’t want to plan to put a photobooth in a certain corner only to realise there is no power close by. If you’re having live music, again it’s important to find out how many power sockets they will need and then you can decide where they will be set up accordingly.

Tell me about the venue lighting?

Lighting is such an easy thing to forget about, as usually visits to the venues tend to happen in the day. But remember, lighting is very important! If the venue provides all lighting, find out if it’s dimmable. There would be nothing worse than a reception lit by bright strip lighting, or worse, not lit at all – a proper romance kill. If you’re working with an external lighting vendor, try to get them to tag along on the venue visit. It will be a huge help for both of you.

What’s the flooring like?

This is important for indoor venues, but probably more so for outdoor. Many of the outdoor venues in the UAE have either sand or grass underfoot. If this is the case, you will need to think about walking down the aisle – will you have a red/white carpet? The dancefloor – who will provide this? Will guests need to be told to wear appropriate footwear?

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Photo courtesy of Park Rotana Abu Dhabi

Does the venue provide any equipment?

Often venues have red carpets, tables, chairs and linen available…but they might not be quite what you’re looking for and may not go with your theme and colour scheme. Ask the venue if they can provide you with a list (AND images if possible) of what they can provide. That way you can decide if hiring furniture/linen from a vendor might work out better for you. What about a stage – is that provided? Microphones for the speeches, speakers, A/V equipment for any images you might want to show? The venue should be able to provide a full inventory list, so ask for one.

Are there any food and drink restrictions?

Are you only permitted to consume food provided by the venue or can you take additional food for guests to snack on during the cocktail reception? What about drinks? Can you take you own? What’s the corkage fee per bottle?

Is there guest accommodation close by?

Is there accommodation close by that you could suggest to your guests? Knowing which hotels are near-by can later help you make transportation decisions.

Load in and out

How many different suppliers will you be using? Will they easily be able to load in and out? When will they have to do it? Ask if there are any difficulties at the venue when it comes to loading in and out. Are there elevators? Are there security checks that need to happen? Passes that need to be created for your vendors and distributed to them?

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Photo courtesy of The Address Montgomerie Dubai

How many hours are included?

Ideally, loading in needs to be completed around two hours before your guests start arriving…which is usually around 30 minutes earlier than the time stated on the invite. Check with the venue if you have the space for the whole day or if you only have eight hours, for example, and then need to pay an additional charge per extra hour. What about the end time for your event? What time will the drinks stop being served? What time do you need to stop playing music?

Where will the food be set up?

Some outside wedding venues don’t have a catering kitchen, so this is something very important to keep in mind. If you’re having a beach wedding, for example, where will the food be set up? Where will it be coming from? How long will it take to reach your guests from the kitchen? Will everyone get their main meal at the same time? For outdoor venues it might be worth considering a buffet option rather than an al a carte menu – each course taking ages to arrive in front of guests and then being cold when it does get there would be awful! Ask questions about the kitchen location, set-up and logistics and make sure you’re happy with the answers.

Is the venue child-friendly?

If you have children on your guest list, ensuring your venue is child-friendly is essential. Parents of the little ones want to be able to relax and enjoy your special day and the little ones would like to have a fun time! This is more important for outdoor venues…is there water nearby? Is the area enclosed?

Are there any décor restrictions?

Some venues don’t allow confetti to be thrown, for example, while others have restrictions on open flames and candles. It’s best to be aware of any restrictions early to help you makeyour final decision – you wouldn’t want to have your dreams of a candle-lit first dance crushed.

Platinum Heritage

Photo courtesy of Platinum Heritage – Wedding Planners

Are any other events happening the same day?

If the venue is big and has lots of different spaces, a hotel for example, it’s important to know what else will be going on at the venue at the same time as your wedding. Will it be crowded? Will it be a nightmare for your guests to access? Will the Bride struggle to make a discreet arrival? Will parking for guests be crazy? Will there be a lot of noise? Will you get the attention you need from the staff?

Finally… get a good contact

Having a good, reliable contact at a venue is so important. Once you’ve made your decision about where your wedding will be, the onsite contact will be essential – they will be the one to contact every time you have a question and will be the person working with you, your planner (if you have one) and your vendors to ensure that you and your guests have the most fantastic special day ever.

 

Jovanka also wants you to remember the following questions to ask your venue….

“What is the capacity of the ballroom/venue?”

“Do you have a private entrance for the bride/groom so you can make that grand entrance?”

“Do you have a bridal room next to the venue for your bridal party and touch ups throughout the night?”

“What kind of wedding package are you offering and is the Wedding Cake included?”

“Which type of room are they offering and what decorations are included?”

“Do you have a green area and are there amazing locations to take photographs”

“Are there any sound regulations and restrictions we need to be aware of (these are very common in UAE venues)?

“Is the Valet Parking included for you and your guests?”

Remember, the more you ask, the more you’ll know. There is nothing worse than nasty surprises on your most important day!

Main photo from Emil & Kataryna’s real wedding via weddingsonline.ae

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