Hey there! If you’re organising a wedding at Clarence House, chances are you’ve got a crew of vendors (photographers, florists, caterers, DJs) needing access to the venue. Getting that sorted early keeps everything on track and stress free.
Know Your Access Window
Venues usually give you a set time block – say, from 10 am to 10 pm. That covers setup, ceremony, and pack‑down. But vendors often need it earlier for setup. At Clarence House, just double‑check what your booking includes, like if early drop‑off allowed, or if there’s an extra fee.
Confirm Load‑In Logistics
Ask:
- When can vendors load in? (e.g. via the service entrance, at 11am)
- Are there specific routes or lifts to use?
- Do they need to be gone by a certain time?
These help avoid confusion on the day.
Chat With Your Vendors
Florists often rock up a few hours before the ceremony, DJs maybe 1–1.5 hrs early, and cake crews around 1pm for a 4pm event. Ask your vendors what time they need and book your venue access accordingly.
Cover Early Access Fees
Need extra time? You’ll likely pay a fee for every extra hour (like $100/hr). Best to add an hour or two beyond the ceremony start – it gives breathing room to set up or fix last-minute details.
Final Walkthrough
A walkthrough with your venue team and key vendors helps nail details – who’s the point of contact on the day, final floor‑plan checks, catering drop‑off location, and meal provisions for vendors. Usually one hour before the ceremony isn’t enough time without extra help.
Check the Small Print
Take a look at your contract for:
- Access hours and extra time charges
- Restricted vendors or required use of venue’s crew
- Rules around late access/load‑out
Understanding these tokens early means fewer surprises later.
Cover Hidden Costs
Some venues include extra charges for power, cake cutting, or using in-house chairs – you’ll want to spot those ahead of time.
Assign a Go‑To Person
Make sure someone whether it’s the venue manager, wedding planner, or the couple – knows vendor arrival times and where they go. That way everyone’s on the same page and nothing hangs loose.
