Planning your Wedding
Information we need for Event Planning Meetings and the Event Finalise Meeting
1. Room Reserving and Room Bookings by guests
Under your wedding package you may have a required number of guests staying overnight. Please see this link for details:
Once you have read this please let us know if you would like to reserve specific rooms for your guests. Sometimes it is an idea to reserve family rooms for groups of guests or families willing to share. The double en-suites generally do not need pre-allocating as guests can simply phone and book their preferred room.
You can pre-reserve rooms for named guests a few weeks or months before your wedding - just let us know who you would like in each room and let your guests know to ask for the specific room you have pre-allocated and reserved in your name for them.
If you have disabled guests they should be advised to book room AB 11 or 12. If you have guests wanting ground floor rooms, then you might wish to let us know. If you would like a list of guests that have booked for your wedding night, to see who still needs to book their room, we can send you a Room Use spreadsheet.
2. Evening Buffet
Have you booked any evening guests for the evening buffet, and if so, have you updated this to the number of evening guests you now expect? We often do not take bookings for the Evening Buffet when Brides first book their wedding, so if you wish to offer guests an evening buffet, let us know the numbers and this can be added to your account if it has not already been done.
Kindly note we do not allow ‘under-catering’ as this leads to complaints from guests if the food runs out. So, if you have 100 evening guests, you need to cater for 100. However, you should be realistic about the attendance level. Not all evening guests will turn up on the night. The ‘no-show’ rate may be 5% to 10% or more. So, you are able to tell us your estimated no show rate and deduct this from the original total.
For example, if you invited 100 evening guests, but expect some day guests to leave early or some evening extras not to come at all, then this is the ‘no show’ rate. If you assumed 10% no-shows, you would then cater for 90 instead of 100 guests. This is quite acceptable as you are making a realistic estimate of numbers. However, we cannot support intentional ‘under-catering’ where you cater for fewer than you expect, as this does lead to complaints when food runs out.
How hungry will your evening guests become? If you have a lot of evening extras, you may find they will eat more than guests who were at the Wedding Breakfast.
If the majority of your evening guests are also with us for the day, they will initially be full from the wedding breakfast and will eat less. That said, alcohol is an appetite stimulator, and the demand for the buffet will increase as the evening dancing gets under way. So, you need the buffet to go out later, if you have very few evening extras, to allow your day guests to work up an appetite. But if you have a large contingent of evening extras, you will need the buffet to go out earlier as these new extra guests will be hungry on arrival.
This is a ‘premium’ service involving a top Wedding DJ who specialises as a DJ for weddings. There are minimum numbers and the package includes the evening buffet.
If you have not booked your DJ yet and have the required numbers, this package will make the evening event as impressive as the day event, rather than a mere ‘add-on’. Do check DJ availability on the availability calendars on the evening entertainment page.
4. Drinks Package
We now offer a Drinks Package (Table Wine and Toasting Wine) on all our Wedding Packages. If you have not yet discussed wedding drinks with your wedding planner this may be a better value option than buying the house wines by the bottle, due to the discount on the new Drinks Package. Pricing for the Drinks Package is shown at the bottom of our Wedding Package Tariff page.
5. Open Day and Appointments
If you are able to make it to the next Open Day and would like to see one of our Wedding Planners do let us know you would like an appointment with a Planner.
6. Wedding Planning Guide here on the Castle Weddings Website
This is a useful guide and all Couples marrying at the castle are urged, over time, to browse through this to be sure you have not missed any To Do’s.
Either start here and scroll forward page to page in order using the ‘next page’ button
Or dive into specific pages that interest you such as:
(a) Who normally Pays for What aspects of a wedding (sharing cost over family, Bride and Groom, according to tradition)
(b) Your wedding day countdown – a handy check-list of what you need to organise (handy in case you forget something)
(c) Your wedding day schedule – a template of events that occur on a wedding day, which you may wish to plan for:
7. Wedding Suppliers Index
Check our index of Wedding Suppliers for ideas and Suppliers you may not have thought of. The full index is here:
8. Incorporating a Place of Origin (such as your Home Town) into your wedding theme
This is a bit off-the-wall, but some Brides find this section fascinating and spend a long time on their home town page looking for ideas and information.
9. Changes to Personnel, ‘merging’ of Reception and Wedding Planning Department
In the last year there have been some changes, with Wedding Planners and Reception staff changing over in January and February. We have at times been a little under-manned in both departments, while recruitment took place. All four Planners sought pastures new within a month of each other, and 2 new Planners and 4 wedding Assistants have quickly taken their place.
Donna Davies is in overall charge of the Wedding Team, until our new Wedding Assistants are fully trained. A list of Wedding Planners and Wedding Assistants will shortly be posted to the wedding website on the ‘Contact Us’ section. Donna has been working hard to meet prospective Brides and existing Couples to sort out all aspects of their wedding. When you book an Event Finalise meeting, you will now be speaking to Donna, or a Wedding Assistant under her management.
Due to staff changes, we have semi-merged ‘Reception’ and ‘Wedding Planning’ departments to encourage all new staff to work 20 hours a week in each department, so they are able to do both tasks. This will enable us to cope with staff changes by having more people able to do both jobs, so no one department is ever left under-staffed.
This will mean when you call Reception, you will tend to get someone who is also a Wedding Assistant, able to answer your queries rather than have to put you through to someone else.
10. Venue Décor improvements 2017/18
We have in the last year completed the following Venue Décor improvements, involving major maintenance.
a. New roof on Conservatory, to prevent water leaching onto white canopy, as the water dripping in was staining canopy. b. New roof on Music Room (Dance area) to prevent leaking and peeling of ceiling paint
c. Walls rebuilt internally where external stone walls faced over Country Park, with Damp Proof membrane, to prevent rain leaching into Function room.
e. Breakfast room redecorated after further leaks fixed over bay window.
f. Theatre glass roof re-built over several months in Summer 2017, due to rotten timbers and leaking in theatre.
g. Rear wall of theatre, where damp ingress continues pending gulley work above; there is ongoing work to fix leaks here. Some scaffolding is up at one side but will not affect photos at front of theatre. Rear wall internally now draped in white canopy material similar to Conservatory which looks very attractive.
h. White chair covers with bows now included in theatre (but not in Conservatory) free of charge, along with Gold Thrones which, while rather ‘dazzling’ in real life, do come out very well in photographs.
i. Arrangement with ‘Centre of Attention’, based in Brecon, to provide table and venue decorations for weddings on an exclusive basis to castle, resulting in very good value rates for Brides and Grooms. Contact with Centre of Attention Brecon (not yet on our website) is recommended.
j. Room 13 family room added and available from May/ June (check if wishing to use this room). Theatre Green Room (formerly used by live-in Staff) to be returned to Castle En-suite stock of rooms, adding a further family room for four, with Kitchenette attached. These two rooms are not yet on the website but for any wedding after May should be available (check with Reception).
To conclude, it is useful before your wedding to
1. Determine all extras you may need – buffet, third course option, menu choices, drinks package etc. 2. Decide whether to pre-allocate bedrooms or just family rooms. Doubles and family rooms can be pre-allocated to named guests so that when guests call, you have already earmarked a suitable room for them. 3. Check out the Suppliers index for any ideas you may wish to add or Suppliers you may wish to add.
5. Be sure to book an Event Finalise meeting 4-6 weeks before your wedding date to tie up all loose ends, assuming you have not already organised this.
You will, around a month before your wedding, be sent an invoice showing the balance of your wedding, including any accommodation if guaranteed under a wedding package, which must be paid 7 days prior to your wedding day less the guaranteed accommodation, which will be removed from your account 48 hours prior to the event subject to the required guest numbers staying overnight under the relevant package is met.
Craig y Nos Castle