Wedding Venues: Say NO to vendor case clutter

In segment two of Best Practices: SAY NO, this item addresses frequent tunnel vision of wedding venues. Tunnel Vision Syndrome (TVS) is a function of filtered awareness: Seeing only what venue staff are directly responsible for, and nothing else.

The overarching premise is this: A wedding reception ballroom should be functional and easy on the eye. Unfortunately, some vendors have a tendency to litter the room with their gear, road cases for their gear, or other assorted stuff (that’s a technical term).

This issue is not just about aesthetics, it’s also a potential safety a liability problem. For example, when photographer or videographer gear or cases are just strewn against a wall, it creates a tripping opportunity for event guests.

Here are some of the common offenders and violations:

• Bands and musicians: Members often arrive individually, depending on the degree of difficulty for set up for their instrument (i.e. drummer vs. trumpet). Depending on security at the property (think LARGE hotel), it’s a long schlep to and from their vehicle. In these cases, it’s helpful for the venue to provide a small room, closet or other area, away from the reception room to store road cases. Cables should be secured, neatly, with Stage Tape (not Duct Tape). No glassware should be on the stage. Preferably only bottled water, and not on the stage, itself.
• Mobile DJs: DJs tend to come more self-contained than bands; however, the same guidelines apply about storing cases, hand-trucks, etc.,. (also see DJs make an impression by cleaning up their act)
• Bands and DJs: Speaker Tripods should be recessed, slightly away from the dance floor. Venues should allow for this, so that there is NOT encroachment, creating a tripping hazard on the dance floor.
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  Hide necessary gear, nearby

  Videographers and Photographers: Many of these fine folks are famous for walking up to the DJ or Band Leader and asking: “Hey, is alright if drop my gear, here (on the stage or adjacent to the entertainer)?” This is code for: I need some place to put my stuff, and if I drop it by you, I know it will be safe. The entertainer, will usually grumble, perhaps give a dirty look, and usually relent. Here’s the thing. A videographer or photographer need access to their gear throughout the event. Changing a battery, swapping out a non-functioning item with a backup, or any other quick need is key. Therefore, storing gear in a separate room isn’t going to get it done. A simple solution can be to set up a nice 3-panel screen in a corner, defining and shielding a specific space. The thought that a photographer or videographer have their own screen is not a bad idea, either.

• Banquet staff: There are occasions where the entertainers and photo/video crews have handled their business, set up neatly, and put away their extraneous gear. Then, a random banquet staff member opens up a bussing tray right next to the stage or DJ console. Really, this item isn’t invisible, either. It should be positioned in a less prominent area. Another bad habit for waiters is to interrupt a ceremonial moment by walking in front of the photographer or videographer. This is simple room awareness. One can avoid this by taking a longer route to one’s destination or simply pausing for a few moments (depending on the situation).

Vendors and Venues are inextricably linked at events. It doesn’t matter whether a vendor was referred by the venue, guests typically look at vendor performance as an extension of the venue. They will rarely remember the vendor’s name (unless they have particular need for that service, in the near future). But you will hear someone say, “I attended a wedding at the XYZ Hotel last weekend and the stage looked like a mess. That will look bad in the photos. Can’t believe the hotel allowed that to happen.”

The hotel gets bad-rapped because they have the biggest name recognition. It’s a shame.

This discussion points out the importance of team effort and discussion. Life is smoother when vendors and venues act in concert, on everything. It starts with simple things. Like putting away your toys.

Presentation of everyone and everything is part of marketing. And if everyone isn’t on board, all wedding professionals at that event get tainted. It’s pretty simple stuff. Don’t get lazy. And don’t let your counterparts get lazy, either.

Andy Ebon
The Wedding Marketing Authority