What we do at the Wolf Creek Retreat as your Venue Manager
Here is a sample week, as we prepare for your wedding at the Wolf Creek Retreat.
The week prior to your event, the grass maintenance is divided into the front and back of the property (across Wolf Creek) and is carried out by two individuals. Cutting the grass takes about 6-7 hours total and includes the maintenance of the equipment as well. The trimming around the edges of the yard and lake and the maintenance of the 17 gardens is completed over a two or three day process by another individual. The driveway is cleaned and leaves, twigs blown off, as is the bridge to the venue and the area leading into the pavilion. The pavilion floor is swept the morning of the event, and then again just prior to guests arriving. In the morning, on the day of the event (wedding), the manager begins around 7:00 AM, before any vendors or clients arrive to do a walkthrough of the event space.
We will set up all restrooms with the provided amenities. They will post signs throughout the venue, highlighting parking areas and pointing out non swimming/wading areas.
Vendors start to arrive at 10am, so the manager is there to open up the property gates and regulate which vehicles can drive on which areas of the property and when. The manager has already done a walkthrough with the vendors on an earlier date, so that they understand the schedule and what they are and aren't allowed to do on the property. The manager will reinforce these rules again and will oversee the set up and answer any questions from the vendors.
They will be able to assist with any catering or bar questions.
These are just a few of the common questions an on site manager may face, and should be addressed before the event takes place.
TABLE AND CHAIR LAYOUT
In the early afternoon, everything will start coming together. The manager works with the coordinator to see that the dining tables, appetizer tables, cake tables, gift tables, bar, etc. are arranged according to the planner’s diagram. Oftentimes the table arrangements may need some slight adjustments once set up, so the coordinator and the venue manager will work together to come up with a solution to any layout issues.
Once guests start arriving, the real fun begins!
While the coordinator and/or wedding party may be organizing the bridal party for the ceremony, this is prime time to make sure everything is set up at the property before the ceremony starts. The manager will assign tasks to the venue staff, making sure everything is ready for the event.
Staff is assembled to direct the guests to their parking spaces.
WEDDING EVENT MAINTENANCE AND SECURITY
Once the party has begun, responsibilities of the event staff include anything from monitoring and restocking the bathrooms to cleaning up any spills. The venue manager may have to return children to their parents, or may have to remind smoking guests to use the smoking area provided.
The manager will also put out any “fires” that come up regarding the venue and vendors. Our security will help the wedding party if any difficulties arise with “overserved guests”, to include arranging transportation home and the removal of their vehicle.
We’ve seen it all. Tree branches getting knocked down from vendor trucks, oil spilt on the driveway from a leaking vehicle, red wine stains, caterers leaving behind bags and bags of trash, power issues, and more. These are a few of the many issues that a manager may face each event.
WRAPPING IT UP
Toward the end of the event, the on-site manager will make sure that the DJ or band ends their set by the time specified (10:00 PM).
When the event has finished, and all guests have left, the manager will open up the gates for the vendors to start packing up their items. Trucks may have to wait their turn to use the driveway, so it is essential that they have a plan to have everything packed up and ready to go when it is their turn.
An on-site manager will make sure that every vendor leaves with everything they are responsible for. The vendors must check out with the manager at the end of the night to be sure they cleaned up their belongings, removed all trash, and leave the property before the end of the rental period.
THE DAY AFTER
The manager will walk through the entire property and take pictures and document any changes or damages from the event. They will be the last person at the property and will lock up the house after the event.
A cleaning staff is brought in the morning following the event to clean the estate, so when the potential clients arrives for their tour later, they come to tour a spotless venue.
After the event the manager takes care of any outstanding vendor issues. If there were any damages, they will assess them and handle all insurance claims.