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  • Writer's pictureDylan Adams

How to Prepare for a Lighting Site Survey

Updated: Mar 9

Deciding what you want before your lighting site survey

Obviously, there are a few things you’ll need to have together before your lighting site survey.  Of course, the most important of which is a venue. While for some vendors the venue isn’t important, for lighting & decor it is. This is because your lighting & decor company needs to know the space to get an accurate quote.  Services like uplighting, pin spots, or bistro lighting require layouts.

Different spaces require different designs. Additionally, some have special requirements. For example, the Rotunda at The Science Museum of Virginia is a popular wedding venue in Richmond, Virginia. The public section of the Museum doesn’t close until 5pm. This leaves an hour before the typically cocktail hour start time of 6pm. This means we need more crew to make up for the lack of time.

There is usually only an hour or so to load in weddings at The Science Museum of Virginia. An experienced crew can get the job done quickly.

You’ll also need to have a good idea of what you want. Or, at the very least, a starting point or theme for us to work with. To get an idea of what’s available, you can check out our brochure with our full list of services.

Setting up a meeting

Setting up a meeting with wedding pros is easy. We meet all the time! Make sure you coordinate with the venue to find when you can stop by. This can be done before contacting other vendors. Also, you’re going to want to loop in your planner if you have one. Find a time that works with everyone and confirm with the venue that it works. Larger meetings are often unproductive. You’ll want to meet separately with your vendors. Although vendors that will be working in conjunction with each other (often lighting/decor/florals/rentals) should consider meeting together.

The best wedding designs are created by vendors that work as a team.

What you need to know for your lighting site survey:

Try to have a good idea of what your budget can get you. This way you can plan accordingly. This means it’s normally best to have gotten a quote and chosen your vendors before any site survey. Most local vendors have been to your venue dozens of times and are familiar enough with them to provide a quote. Site surveys are a good opportunity to make sure everyone is on the same page.

What comes next?

After your lighting site survey, you can always add or change things on your quote. If you haven’t signed your contract, you can sign and pay online to lock in your date.

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