Wedding Journal caught up with the talented Julie-Anne Robertson, Founder & Managing Director of Epic Event Design, who shares her advice when it comes to choosing a venue and planning your wedding, and also explains how her team can help bring your dream day to life.
Have you any advice for couples when it comes to choosing their wedding venue?
‘Choosing a wedding venue is one of the most important decisions a couple will make when planning their wedding. It sets the tone for the entire celebration so it should be considered carefully.
‘I always recommend setting a budget and sticking to it. Have a clear idea of how much you’re willing to spend and don’t set up appointments to view anywhere that is over and above this. It’s too easy to fall in love with a venue beyond your budget and this will only lead to disappointment. Also top tip – make sure to ask your venue about any extra charges, restrictions or policies so you’re always comparing like with like. Visit a few venues, even if you have your heart set on one from the start. It will draw out what you really like and equally important, what you don’t!
Make sure your venue can accommodate your guest numbers and how the space will fit your needs on the day. Can your guests stay over? Can you have a one, two or even three day wedding celebration if you want it? Do they operate a one wedding per day policy? Can you have your ceremony on site? Does the venue provide in-house catering? Can you use your own suppliers? These are all things you need to consider from the start.
Location, Location, Location – the remote island wedding accessed by train, ferry and final camel ride might sound fabulous but will your guests want to commit to such a trek? Only the wedding couple can answer this, but it’s important to consider how your guests will get to the venue; will you provide transport and accommodation pre and post wedding both at the venue and close by.
Read the fine print – when you have chosen your dream venue, make sure you read the contract and understand all of the terms and conditions before signing. Be clear on the deposit amount, payment schedule and cancellation policies.’
When should they look to enlist your services before or after deciding on the venue – which is preferable for all involved?
‘At Epic we always recommend engaging your wedding planner before deciding on your venue. Our professional experience will help identify venues that align with the couple’s vision, budget, and logistical needs. We will usually have insider knowledge of venues that couples may not be aware of and can offer insights into the pros and cons of each option. We are also perfectly placed to negotiate contracts with the venue to ensure the couple gets the best possible terms and conditions.’
What is the first step when couples reach out for your services?
‘Your Epic experience will begin with a consultation to get to know you and draw out your vision for the big day. This initial consultation can be carried out in person or over the phone depending on where our couple is based. The consultation will normally take around an hour. During the consultation we will ask questions to understand the couple’s vision, preferences, and expectations for their wedding day. We will cover everything from wedding date and venue, style and design preferences, budget, priorities and non-negotiables, guest numbers and any additional services required.
‘During your consultation we will also share some case studies from our portfolio to provide a deeper understanding and overview of our work. We will explain our pricing structure in detail and ensure full transparency of what exactly is included in each package, including our contracts. We encourage our couples to ask questions and address any queries they might have at this stage so they enter the planning relationship fully confident about how things will move forward.
‘When our wedding couples book with Epic, we provide them with a detailed contract outlining the services to be provided, payment schedules, and any terms and conditions. Once the contract is signed and the initial deposit is received, the planning process can officially begin.
‘We work hard to ensure our introduction to the planning process is as easy and seamless as possible for all of our clients. By ensuring a smooth and professional initial interaction we are setting the stage for a successful and enjoyable wedding planning experience for everyone involved.’
Do you have a variety of packages to suit their needs and budget? Can you briefly tell us what these might be?
‘We understand how important and personal your wedding day is and therefore at Epic connection is vital. We take a client led approach to get to know you as a couple, understand your needs and together we work to curate an amazing celebration.
‘Every couple is different so our services vary to reflect this. We can join you from the very beginning of your wedding journey with full wedding planning support. With this, no detail is left unturned throughout the Epic planning process – expert site selection and management, engagement and supervision of all creative partners and contractors that align with your budget and style, catering and menu planning, stationery and etiquette advice, the creation of detailed timelines and drawings, budget creation and management, integration of all design and production elements, and priority access to the Epic planning team from start to finish. We can also join you part way through your planning or offer final stage support with on the day co-ordination.
‘We offer a customised quotation for every wedding couple to ensure we are tailoring our wedding planning service most effectively to what they specifically need.’
If the venue offers an element of styling, what extra can you bring to ensure the vision they have for their venue on the day is achieved?
‘Epic is one of the few design houses in Ireland that offer both full event planning, styling and floral design under one roof. This positions us perfectly to deliver a completely cohesive design across your wedding from start to finish and usually with a competitive edge on budget. With over 15 years experience designing luxury weddings, and one of the largest event stock inventories in Ireland, we thrive on styling your wedding with flawless execution to create an event of both style and substance. Our experienced team of stylists and florists boast a portfolio that celebrates work for a versatile range of clients. Above all, we listen to clients and transform their visions into opulent and stunning designs, bringing passion and attention to detail to every installation.’
What are the benefits of working with a wedding planner who knows your venue well?
‘The benefits of a planner who knows your venue are numerous, however a professional planner should be able to bring magic and value to any venue you choose. If we know your venue we are intimately familiar with its layout, spaces, and logistics. This allows us to effectively plan the setup, flow, and transitions of the event, ensuring everything runs smoothly. We understand the venue’s specific rules, regulations, and restrictions (e.g., noise limits, decoration guidelines, setup and breakdown times) and this always helps to avoid any potential issues or last-minute surprises. Ultimately the planning process becomes more efficient because we already have a wealth of knowledge about the venue, allowing us to save time during site visits, meetings and overall decision-making.
‘At a venue we work regularly with we will have established relationships with key local vendors who will add to your day ensuring higher quality service.
‘Knowing your venue well also allows us to get really creative with your design and styling. We know what has worked well in the past, what’s achievable in the space and how we can personalise your design. We use our experience to help avoid unnecessary expenses and optimise your budget.
‘Overall, a wedding planner who knows your venue well can leverage their experience and relationships to create a well-organised, beautiful, and stress-free wedding day.’
Are you known for a specific style?
‘We believe in the power of experiences and have a reputation for producing stylish, innovative designs with excellent execution. What is An EPIC Wedding? One that heightens your emotions, delivers your vision and pushes boundaries. We push back hard against delivering one type or style of wedding as it goes against everything we believe a wedding should be; a personal, unique celebration of two people that perfectly encapsulates their personality, style and vision. At Epic we listen carefully, paying attention to what our couple’s want and what they need. We use our design experience to guide our couple and push them out of their comfort zones to ensure we create something that is perfectly “them” and more.’
Have you seen a change in what couples are looking for when it comes to their wedding venue, along with how they want it to function and look on the day?
‘Absolutely. Couples are increasingly seeking venues that allow for a high degree of personalisation. This includes non-traditional locations like barns, industrial spaces, art galleries, and weddings at homes. The goal is to create a unique, memorable experience that reflects the couple’s personality and story.
‘We’re also seeing a growing preference for outdoor and nature-inspired venues, such as vineyards, botanical gardens, and beachfront properties. These locations offer stunning natural backdrops and allow for more creative and varied wedding themes.
‘Convenience is key, and many couples prefer venues that can accommodate both the ceremony and reception in one place. Flexibility in layout and services is also highly valued. This reduces the logistical challenges and transportation needs for guests, making the day smoother and more enjoyable.
‘Comfort and luxury are important, with couples looking for venues that offer high-end amenities such as on-site accommodations, spa services, and gourmet dining options. These features enhance the overall guest experience and make the event feel even more special.
‘Ultimately, we recognise that today’s couples are looking for wedding venues that can provide a personalised, memorable, and seamless experience while aligning with their values and aesthetics.’
When it comes to venues, have you any hidden gems to share?
‘Call us biased but wedding couples are truly spoilt for choice with amazing venues right across Ireland. Whether it’s a historic castle with fabulous grounds for photos, a quirky art studio for an intimate banquet style wedding reception, a contemporary hotel ballroom for over 500 guests or a rustic barn setting for a relaxed and informal celebration, there is somewhere for everyone. We are lucky enough to work closely with a wide variety of venues across the country.’
Have you any advice when it comes to venue styling and how do you work with a couple to decide the final scheme?
‘When it comes to venue styling for a wedding it’s essential that we create a cohesive and personalised ambience that reflects the couple’s tastes and story. A wedding should go beyond aesthetics, creating not only a visual impact but also a sensory experience of touch, taste, scent and mood. To achieve this, your Epic experience will begin with a consultation to get to know you and from this our creative team will immerse themselves in your vision and put together a detailed creative design brief for you to review. We will always discuss budget up front to ensure we are creating a design that is realistic for you as a couple. Where possible we like to conduct a venue site visit early in the design process with our couples to discuss layout, natural light, existing decor elements, architectural features, furniture, and any restrictions.
We work diligently to incorporate personal touches in our designs, like photos or heirlooms and always with a focus on consistency throughout, from invitations to table settings and even the wedding cake. We strive for a delicate balance between elegance, style and comfort. We achieve this by thinking about space and layout, effective use of lighting, seasonal elements to be cost effective and beautiful and sustainability – always thinking where we can reuse your decor throughout the day and minimise waste.
The final stage is production; how we bring your design to life to create an immersive experience. From lighting, custom florals, furniture, draperies, linens, tableware, signage and more, Epic Events ensure every detail of your event design is flawlessly executed to create an event of both style and substance.’
Finally, have you noticed any recent trends?
‘From the micro wedding and elopement trend, sustainability awareness, non traditional venues, tech integration, personalisation, and a lean in on experience focused event, we’ve seen it all. Wedding couples are bolder than ever before and we are here for it! For years couples have spoken about wanting something different, but it is only in the last two to three years that we’re really seeing a shift in how weddings are being produced.
‘These new trends and freedom from the norm definitely reflect a shift towards more meaningful, personal, and environmentally conscious weddings. It’s clear the couple’s individual tastes and values are taking centre-stage and we totally approve.’
