How To Make A Good Impression On Wedding Venues
I never tire of hearing straight from other wedding professionals how we can best work together.
To make each other’s lives and jobs easier—and have a smooth working relationship—it’s so important to have perspective from your peers who offer differing services.
With more than 3100km between us, I can’t recall how I first stumbled upon The Hive Venue all the way in Chubbuck, Idaho.
When I started following along on Instagram the modern white barn space was still under construction. I loved the space that Cassidy and her husband were building, all while growing their family.
Cassidy started out in the wedding industry as a photographer-videographer so she brings a unique perspective to venue ownership.
They’ve built a space that’s easy on the eyes, but functions for couples as well as it does for all the wedding vendors working there too.
Every inch of the modern-barn style building is picture perfect, light, and bright. The finished venue has two suites for couples to get ready on-site. Plus a photo-ready warming kitchen, and even a studio space.
As wedding professionals, on wedding day our first priority is obviously to do a good job for our couples and clients. But when you’re working in a wedding venue, along with other wedding pros, of course you want to make a good impression on everyone.
How you interact with your fellow colleagues and particularly the wedding venue staff can be a very important part of growing your wedding business. After all, referrals coming from others in the wedding industry are very important.
Making a good impression is key to building your referral network with fellow wedding pros.
Not just your clients.
Cassidy kindly shares her thoughts below on how wedding pros can make a positive impression when working in and visiting wedding venues:
On social media tags
Cassidy: “I do have a few things that we love to see from various vendors. I love it when they help share about us by tagging us in their social media images or even just a Instagram story as they drop off their goods or work inside of our space. It's feels like a very genuine way for them to introduce their audience to our place. And we hope that they do so because they enjoy working in our space and want more of their future couples to book with us.”
KJ’s Two Cents: Tagging vendors and venues on your social media posts is the simplest and easiest way to help cross promote your businesses when you share similar Ideal Clients and stay on a venue’s radar. Something as simple as them re-sharing your story or post from a wedding day, or even a quick site visit, may bring you new followers from your region.
pro tip
Don’t forget to use location tags on Instagram posts and reels, too!
New to the space?
Cassidy: “Our biggest goal is an easy stress free day for couples, so I actually really appreciate the vendors who are not on our vendors list or as familiar with our facility, to communicate with us ahead of time so we're all on the same page. We're a venue that is very open to them coming the night before to drop things off or anything else that is helpful to the couple, and rather than asking the couple to get in touch with us about those details, I love the direct communication with them.”
KJ: Our clients are often our main point of communication rather than the wedding venue, but most of the work will happen there. It never hurts to reach out and introduce yourself ahead of time. A quick call or email, to confirm important details or ask what rules and policies they may have for you to follow. Or even reviewing timing of the day. This can avoid a morning delivery when the space is double booked, for example. Never underestimate the power of a quick message to say “We’re looking forward to working in your space.” Or a follow up to touch base afterwards and thank them. Similar to having multiple impressions with a potential client before they book your services or buy your product, multiple touchpoints—positive interactions—with a venue can keep you in their good graces and grow in familiarity, leading to future referrals and a beneficial working relationship.
Something as simple as checking in upon your arrival, or making sure you or a member of your team interacts with venue staff and greets everyone can all go along way to making a good impression. So often we dive in to the work and focus on getting our tasks done—because we’re meant to be there—and neglect the opportunity and importance of positive networking and interactions.
Respect the space
Cassidy: “I also always appreciate when vendors respect our facility and treat it as if it were their own. Fixing a little thing here or there for us to tidy up for the couple, or picking up really well after themselves. It goes a long way for me.”
KJ: Being helpful rather than a hindrance is important. We’re all on “team wedding”, right? Leaving the space as you found it, or acknowledging when you’ve needed to rush and perhaps made some extra work for the venue and their team goes a long way. For a photographer, this might mean apologizing if you moved some furniture and needed to rush to the ceremony photos. Or as a wedding planner, if you’ve spread out decor materials for set up and you’re blocking a busy path from the kitchen.
Kill them with kindness and remember that you’re in their space as a guest as well. When you interact with respect and kindness everyone is more likely to help you when the time is needed and go the extra mile.
Keep in touch
Cassidy: “I don't always know every vendor that works with a couple. So when they reach out and let us know that they enjoyed working with us or whatever, it's helpful for me in connecting with them and then tagging them in any posts that we do from that day. I also had a vendor who wrote us a positive google review after dropping a cake off. She took the time to mention details that made her job easier as well as things she just liked about our venue! It made me really happy and also encouraged me to return the favor.”
KJ: Don’t let the end of the wedding be the end of your interaction with a wedding venue. A simple email to follow up and thank them for being lovely to work with is another great touchpoint. If a member of their team was really helpful or incredible to work with, give them a shout out.
Keep up with their social media too. We don’t put enough effort in to “online networking”, as simple as it is. You don’t even have to leave your couch to stop and comment when you’re scrolling. Keep those relationships open and communication running as well. Have you ever heard the expression:
“Top of mind is tip of lips?”
The more you keep in touch with a venue—or any wedding business for that matter—the more likely they are to mention you to their clients and others.
Preferred vendor lists
Cassidy: “In the case of The Hive, our vendor list is an application process. We like to see consistent work, active social media accounts, quick communication - especially for clients, reliable and dependable vendors who have plenty of experience in the industry, and a good website. We do turn away people who are not the right fit for our venue, and provide feedback if requested.”
KJ: Preferred or approved vendors list policies vary widely from venue to venue. Some are formed on a pay-to-play basis, and others might be based on who is known for a job well done. Either way, you’ll have to earn your invitation and your spot with consistently amazing work, positive communicating and interactions. It never hurts to work up to asking how each venue manages their list. Rather than getting right to the point, work your way up to it after a few positive interactions.
Look the part
KJ: One last thought, because I’m constantly surprised by this one.
How you and your staff look on wedding day really does matter.
Guests notice. Wedding venue staff notice. Your fellow wedding pros and colleagues notice.
Think of the old saying, “Dress for the job you want, not the job you have”. It’s important that we make a positive impression with our appearance when working in wedding venues. I’m not suggesting that everyone show up in their Sunday best or dripping in labels. However, since a lot of these celebrations are formal events, we should look the part. Fashion is not top of everyone’s budget, totally understandable. Nor are your nicer clothes practical for some of the tasks we do on a wedding day.
Think about how you can turn your wedding day look in to a uniform, by wearing all black and picking simple understated items from stores in your budget. There’s a reason why so many of us choose to wear black on wedding days, it’s easy and super accessible. You can find simpler outfits at discounted stores like Marshalls, Target, and so on.
Or consider branded uniforms, as simple as t-shirts with a professionally printed logo and ask everyone to wear the same colour of pants. Even set up and installation crew should make a good impression even though they’re not guest-facing.
If you or your team are arriving on-site looking like you just rolled out of bed, no matter how busy your work day might be, it sends a message to the staff. And in the case of high end and luxury spaces, it sets a tone. And country club venues might even have a dress code, most often, no denim.