Availability / Booking the venue

Great news, you have found us and fallen in love with our venue.
SO WHAT HAPPENS NEXT?

BOOK A PRIVATE VIEWING

Arrange a private viewing at a time that works for you with one of our knowledgeable Team.

You will have the opportunity to ask any questions regarding your own wedding ideas, and view the facilities with your partner and family.

QUOTATION

We all understand that budgeting for an event of this kind can be stressful and daunting, that’s why we keep our choices simple, with no hidden costs or nasty surprises, it just works!

So, during your viewing you will be be able to discuss a basic quotation which will give you an idea of what you need to consider whilst making the decision on choosing your venue.

We will need the following information to be able to do this for you, so if you can think about this before you arrive it would really help!

✓ Preferred date of Wedding
✓ Number of Adult day guests
✓ Number of children day guests
✓ Total number of evening guests
✓ Canapes (Optional)
✓ Chosen 3 Course Wedding Breakfast
✓ Chosen Drinks Package
✓ Chosen Evening Buffet
✓ Optional Extras required
✓ Accommodation required

This is what we include in your venue fee:

✓ Exclusive use of Swancar
✓ A Wedding Event Planner to help plan your day and who is also present on the day of your Wedding to make sure it all goes to plan
✓ Complimentary Wooden Cross Back Chairs in The Gallery
✓ Basic table decorations to dress your table are available for your use should you want them including: candelabras, fish bowls, mirrored plates, tea lights, table number holders, and an easel for your table plan
✓ White table linen and napkins
✓ Elegant crockery and cutlery and glassware
✓ Fully Licensed bar facilities
✓ A Bar, Event & Service Team

PROVISIONALLY HOLD A DATE

We can provisionally hold your preferred date for 2 weeks whilst you contact the Registrars/Vicar to secure your chosen date with them and discuss it with your family.

We will also provide you with an estimate of the costings involved, along with a copy of our Terms and Conditions for you to read through and understand whats involved when booking an event like this.

Like all venues we do have a cancellation policy, and we encourage you to understand it before securing your booking with us.

We also strongly recommend that you also consider Wedding Insurance too as it will give you the peace of mind you need should you need to change a date or cancel the event for whatever reason due to unforeseen circumstances.

There are a number of options available to couples on-line that you can research and may be of interest to you.

BOOK THE REGISTRARS

Nottinghamshire Registration Office contact details are 0115 9775742
Please note: 1.30pm is the earliest ceremony we can accommodate at Swancar.

CONFIRMATION OF YOUR BOOKING

To secure your chosen date with us we require the following information:

✓ Confirmation of your chosen date and decision to use Swancar as your venue either by email/letter from yourselves
✓ Confirmation email of your chosen date and time from the Registrar/Vicar
✓ Wedding Booking Form signed by both partners
✓ Terms & Conditions (P14), Signed by both partners
✓ An initial deposit of £600 (Non-Refundable) payable by BACs/Card/Cheque
(Please ensure you make note of when deposit payments are due as we don’t send reminders as standard practice)

1ST PLANNING MEETING

Once all the paperwork is in place you will be allocated a Wedding Planner who will be your contact throughout your journey with us and also be present on your Wedding Day, to ensure the smooth running of the day. She will contact you to arrange your 1st planning meeting usually around 3 months after booking, so you can understand the information we need from you to deliver your Event and for you to gain confidence that we have all your wishes for your special day in hand.

Please note that all your planning meetings will need to take place during our office hours and appointments are usually between 9.30am and 3.30pm due to our present event commitments. Please ensure you make allowances with your annual leave during the planning period to do this, as your meetings will be thorough and may take up to 2 hours. At least 3 half days would be sufficient during the time period running up to your event and you can contact us on 0115 930 6528 to arrange a suitable time.

✓ A 2nd deposit of £1,200 is required (Non-Refundable)

2ND PLANNING MEETING

A second meeting is available to couples mid way during the planning process, if required.

✓ A 3rd deposit of £2400 (Non-Refundable) is required 6 months prior to your event.

FINAL PLANNING MEETING

Your Final Planning Meeting will take place approximately 6 weeks before your event, this is where the final details will all be agreed:

✓ Allocation of food and beverages required along with your table plan
✓ Final costings will be given based on the above information and then you will receive your final invoice ready for payment
✓ Arrangements will be made for the delivery of decorations
✓ You will be asked to instruct your guests to settle their accommodation payment prior to your event, this ensures a smooth check-in process on the Wedding Day
✓ The final payment for your Wedding is required to be paid in full 28 days before your event date

AT LAST YOUR WEDDING DAY IS HERE!

You can now arrive with your friends and family, enjoy the magic of your special day in total exclusivity knowing all the preparation has been completed. It’s time to relax and celebrate in style!

LATE AVAILABILITY DATES

So in love and can’t wait to get married?
From time to time we have a small selection of last minute dates for the present year that become available that we can release with a discount. Some of these late availability dates may suit you and are well worth considering! Please get in touch for more details!