Keeping Your Sanity: How to Set Boundaries with Couples Without Losing the Magic
Running a wedding venue is like hosting the best party every weekend—but it can also mean dealing with midnight emails, last-minute panic calls, and couples who think you’re on-call 24/7. While we love making wedding dreams come true, we also love our sanity. So, let’s talk about setting clear expectations while keeping the experience fun, friendly, and totally stress-free (for you and them!).
1. Set Business Hours (And Actually Stick to Them!)
Your venue isn’t a 24-hour drive-thru, and neither is your inbox. Boundaries are your best friend!
Post your business hours everywhere—your website, social media, email signature, forehead (okay, maybe not that last one).
Set up an auto-responder for after-hours emails. Something like: “We’re currently off making wedding magic, but we’ll be in touch within 24-48 hours!”
When couples push for late-night responses, politely remind them you’ll get back to them during business hours. No guilt needed!
2. Create a “Here’s How We Chat” Policy
We all know couples love texting their every thought—at all hours. But setting clear communication rules saves your inbox (and your sanity).
Let them know your preferred communication channels (email, phone, carrier pigeon… kidding, but you get it).
Set a response time expectation. “We typically reply within 48 business hours.”—no ghosting here, we promise!
Weekend weddings? Amazing. Weekend consults? Not so much. Keep planning calls to weekdays only.
3. No Pop-Up Venue Visits, Please!
Unless they’re bringing coffee and a puppy, unscheduled drop-ins are a no-go. Here’s how to avoid the surprise visits:
Require all tours and planning meetings to be scheduled in advance.
Host quarterly open house dates so couples can explore the space without disrupting events.
Add a contract clause politely stating: “Unscheduled visits are like wedding crashers—we don’t allow them!”
4. Spell Out What’s Included (And What’s Not!)
Some couples assume booking your venue comes with an entire army of planners, decorators, and fairy godmothers. Let’s clear that up!
Be super detailed about what’s included—venue use, setup, décor, and any vendor restrictions.
Create a fun, easy-to-read FAQ document (bonus points if it’s pretty!).
If they want extras, let them know what’s possible and what comes with an additional fee.
5. Handle “Emergencies” Like a Pro
Not everything is a five-alarm fire, even if a couple thinks it is.
Decide what actually qualifies as urgent and what can wait.
Offer a “VIP” service option where couples can pay for priority responses.
Train your team to handle common last-minute questions so everything doesn’t fall on you.
6. Be Firm, But Make It Fun!
Setting boundaries doesn’t have to be stuffy. A little humor and warmth go a long way!
Instead of “We don’t answer emails on Sundays,” try: “Sundays are for brunch and binge-watching rom-coms, but we’ll get back to you bright and early Monday!”
Gently remind couples of expectations throughout your contract, emails, and meetings.
If someone keeps pushing the limits, have a direct but kind conversation to realign expectations.
7. Give Couples Tools to Help Themselves
The more resources they have, the fewer frantic emails you’ll get at 2 AM.
Create a client portal packed with FAQs, timelines, and venue guidelines.
Send a digital welcome packet with everything they need to know upfront.
Consider a monthly “ask me anything” Q&A session to handle common concerns in bulk.
Final Thoughts
Setting boundaries doesn’t mean being the “bad guy.” It means creating a smooth, enjoyable experience for your couples while keeping yourself sane. With clear expectations, playful but firm communication, and a little strategic planning, you’ll be able to keep the magic alive—without working around the clock!
Need help implementing these strategies and streamlining your venue operations? I’ve got you covered! Book a coaching session with me, and let’s make your wedding venue run like a dream—without the chaos!
