Venue Planning

wedding-venue-planningCongratulations and thank you for reserving your special day with us! It is The Yacht Club’s goal to help you create the wedding day that you have dreamed about for many years. For this reason, we take great pride in providing All-Inclusive Packages that include Hampton Roads’ Top Wedding Vendors.

Now that you have secured your Wedding Package, below is our helpful list for “What Happens Next”:

 

What Happens After Booking?

 

    • Your Sales Specialist will distribute the deposit checks to the vendors along with your contact information, wedding date/time, and room location. You will sign a separate contract with each vendor and receive separate invoices. After your initial deposits, all balances are paid directly to the preferred vendors. You may contact your vendors individually after your deposits are paid to each.  Vendors are best available on Tuesday-Thursday.
    • Your Caterer will send you an email to confirm your reservation and schedule a payment plan with you so that all balances are paid 1 week prior to your event. You may reply to them to discuss food selections, planning appointments, food tastings, etc.
    • Black Iris Floral Events or Isha Foss Events will schedule a payment plan with you so that all balances are paid 30 days before your event.
      • Three months prior to your wedding, you will receive a call from Black Iris Floral Events to schedule your event consultation.  This is your last appointment to pull in everything you have done with all your vendors, so please bring any decision makers to the appointment. You will have a 2 ½ hour meeting with the Florist to plan the layout of the room, linen colors, floral arrangements for your reception and your ceremony flowers (remember you receive 15% off your personal flower order). Come prepared with a folder or Pinterest board of your color swatches of the bridesmaid’s dresses, color selections for your wedding, pictures of centerpieces, and bouquets to design the look and theme you want.
    • We will have our recommended hotels contact you to start your block of rooms. They will send you information by email for room rates and information regarding their hotel and services.
    • If you have decided to have a Customer Supplied Open Bar, a One-Day ABC Banquet License ($55) MUST be obtained. Please visit: www.abc.virginia.gov. DO NOT WAIT TILL THE LAST MINUTE TO GET IT! You need to apply early as it takes at least two weeks to receive it in the mail.

Event Manager Assistance

Our Event Managers take great pride in providing you with the following assistance as you prepare for your Big Day!

Let's Get Started
An initial appointment to meet with your Event Manager and receive a Welcome Packet to help you get started will be scheduled.

2 to 3 Months Prior
A planning appointment with your Event Manager approximately 2 – 3 months prior to your Wedding Date to briefly discuss:

  1. Your Wedding Day Vendors
  2. Creation of your Reception Itinerary
  3. Your Ceremony Rehearsal Details
  4. Scheduling a 30 minute Rehearsal date & time {confirmed 30 days prior}
  5. Review any questions/concerns you may have.

One month before your wedding, email the Caterer and Maria@MarinaShores.com a copy of the ABC license. The Customer Supplied Bar must be dropped off (3) hours before your event. Please delegate this task to someone who can do this for you. Your ABC license is valid the day of your event until midnight and your drinks cannot be delivered the day before.

2 Weeks Prior
A final planning appointment approximately 2 weeks before your Wedding Date to confirm:

  1. Your Wedding Day Vendors
  2. Your Reception Itinerary
  3. Your Ceremony Rehearsal Details
  4. Review any last minute questions/concerns you may have.

That Week
The Tuesday before you Wedding date, between 11am – 5pm, we are happy to accept the following items: special knife and server for your cake, bride and groom champagne toasting flutes, escort cards, seating chart, ceremony programs, exit flair, and favors. If you are not planning on bringing flutes, please let your Catering Coordinator know.  Please keep in mind, sparklers are not permitted at the venue. Due to the number of events we have, we are not able to stage your reception and room set up days prior. We appreciate your understanding. Items must be delivered to the Marina Admin Office on the back deck of the facility.

Ceremony Rehearsal
The day before your Wedding Day, a Yacht Club Manager will facilitate your on-site Ceremony Rehearsal. Please arrive on time with only the Bridal Party/Immediate Family as there could be another Rehearsal scheduled immediately following yours. There is no alcohol or food allowed at the Rehearsal.

Wedding Day
On your Wedding Day, you will receive assistance with the following:

      • Set up of the following items: special knife and server for you cake, bride and groom champagne toasting flutes, escort cards, seating chart, ceremony programs, exit flair, and favors.
      • Pre-Ceremony assistance with distributing bridal party bouquets, corsages, boutonnieres, etc.
      • The Bridal Changing Room is available to the Bride and her Bridal Party 2 hours prior to your Ceremony time. All valuables should be secured before your Ceremony begins. The Groom/Groomsmen/Immediate Family Members are asked to arrive 1 hour prior to the Ceremony dressed and ready to greet guests as they arrive.
      • Coordination of your on-site Ceremony. Please keep in mind, if your Ceremony does not start on time, we will still need to follow the 5 hours event time on your contract. Due to multiple events, we must keep to all contracted Ceremony start times. After the Ceremony, the DJ/MC will facilitate your Reception Itinerary. They will meet you outside after pictures are taken to line you up for your Grand Entrance.
      • After your Reception, our Event Staff will be happy to gather the remaining items: special knife and server for your cake, bride and groom champagne toasting flutes, remaining escort cards, seating chart, remaining ceremony programs, exit flair, and remaining favors. *Please designate someone to transport these items for you the night of your Wedding.
      • If you need assistance with any venue related questions/concerns after your Ceremony, please contact the  Yacht Club Venue Manager, Jonathan Malbon. He is on-site to assist with alcohol deliveries, staffing and security during your events, last minute changes/questions regarding your room layout, and any lost/found items. You can reach him at 757-589-0667 or Jon@MarinaShores.com.

We also have a Bridal Referral Program! Refer a Bride, and when they complete their Reservation, you get a $200 check in the mail. Please make sure they mention your name with the Sales Specialist at The Yacht Club at Marina Shores! We love referrals.

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