ShaadiShop’s Indian Wedding Venue Quote Request Template

Venue Quote Request Email Template

Hi ~

I’m looking for a venue for my Indian wedding. I’ve shared some details below and would love more info about what your venue offers and whether our dates are available.

We’re looking for  venue for our sangeet on x night, ceremony + reception the next day and post-wedding brunch the day after.

Bride/Person 1: First, Last
Groom/Person 2: First, Last

Preferred Dates: mm/dd/yy1, mm/dd/yy2, mm/dd/yy3 or Fridays/Saturdays/Sundays in May-June, yyyy. We have some/no flexibility with our dates.

# Of Guests: 

  • sangeet =
  • ceremony =
  • reception =

We will/will not serve lunch after the ceremony
If serving lunch after the ceremony, include: lunch will be outside catered with non-alcoholic beverages. We’d like water/soda/juices.

The lunch after the ceremony, cocktail hour and reception dinner will be outside catered. We’re open to the hotel’s catering for the sangeet on Friday night.

We will be serving alcohol at the reception, sangeet and reception and it will be hosted. We’d like info on your bar packages as well as how consumption bars work.

We will need a room block. We’re still figuring out exact numbers but expect around 25-30 rooms for Friday and Saturday nights.

Our contact info:

email 1
email 2
Phone number
Best times for them to call you (include time zone if different than the venue)

When you start reaching out to venues you have SO many questions:

  • How much do things cost?
  • How does catering Indian food work?
  • What if we need a hospitality room to serve breakfast?

And many more questions, which is completely normal.

{How Venues Work With Clients For Weddings}

Venues work in stages. They want a core set of basic info from you (everything below), in order to even get a conversation going. When I was planning my wedding, and calling venues (this was before I founded ShaadiShop), I had questions:

  • can I have a horse?
  • can I have x number of people?
  • do you allow outside catering?
  • can I have an open flame for the ceremony

And I couldn’t get anyone to answer those questions without first, giving them my info:

  • my first and last name
  • fiance’s first and last name
  • preferred dates
  • number of guests

And it was frustrating to go through all of that only to find out that their capacity was too small or that they don’t allow outside catering.

That’s why I recommend emailing them instead of calling.

{Calling Venues vs. Emailing Venues}

Could you just pick up the phone and call venues from the getgo? Of course you can, but I don’t recommend it. Why? Because you’ll be on the phone for 30 minutes…per venue.

The way it works is they first have a catering coordinator take all of your details. Of course, you have an ethnic name so you’re going to have to spell your first and last name — S like September, A like Apple, M like Mary etc. etc.

Next…repeat for your fiance.

Then provide your phone number. And then your email address…which you have to spell out again. By now it’s already been like 7 minutes and you haven’t even gotten to the good stuff yet! Oh and by the way, this is all taking place during business hours….you know, when you have all the time in the world to make 30 minute calls.

After the coordinator has gathered all of your contact details, then they’ll ask you all of the questions I’ve detailed below.

Once the coordinator has gathered all of that info from you, they put you on hold while they give your info to a Catering Sales Manager. The Catering Sales Manager then picks up the line and goes over all of the info you provided and might you ask for more details or to repeat something if they can’t read the coordinator’s handwritten notes. And you can ask questions as well.

Later that day or the next day, the Catering Sales Manager will email you their outside catering package, a pdf document with pricing and other info.

 {Save Your Sanity: Email Template
For Venue Quote Requests}

Wedding planning + working and/or going to grad school and having multiple people involved in your wedding, is taxing enough. So why not make the process a bit easier and more efficient by skipping those lengthy venue phone calls?

Email venues instead.

Use the template below. The best part? You do the work once and after that you can copy/paste to all the venues you’re interested in.

Save your questions about the hospitality room and the finer details for later. Right now you need to wrap your head around how much things cost, what services venues provide (and don’t provide), and which venues are available on your preferred dates.

Scroll down for the email template to copy/paste/customize according to your needs.

When you reach out to any venues include these details:

The first and last names of the two people getting married. Venues need this info so they can enter you into their software accurately.

The date(s) you’re interested in for your wedding. These can be a precise date or dates. Or it’s also totally ok to say, “Saturdays in X month, yyyy”.  Or you can even say, “Saturdays in month 1, month 2, month 3”.

Don’t forget to mention what events and days you’re interested in the venue for. For example if you want to have your at that venue sangeet on Friday night and the wedding + reception the next day or some people do their sangeet + wedding/reception + post-wedding brunch all at the same venue.

It is understood that you’re exploring and seeing what different venues offer. By sharing this info up front, in return you will get the info that you need with the minimum amount of back-and-forth.

How flexible you are with your dates. If you have flexibility let them know so that they can suggest alternative dates if your preferred date is already booked.

The number of expected guests at EACH event. i.e. you might expect fewer people at the sangeet or the ceremony. Tell them that. Don’t just say 450 guests when really it’s gonna be more like:

  • sangeet: 300
  • ceremony: 350
  • reception: 450

This is really important because they might have space availability for 300 on Friday night for your sangeet BUT no space for a sangeet for 450.  If you just tell them 450, then they’re going to say they’re not available.

Whether you are planning to serve lunch after the ceremony or not. This is important because it tells about the scheduling. If you’re having lunch after the ceremony, that means you’re going to start the baraat and ceremony in the morning, followed by lunch.

If you’re not serving lunch, then you’re probably going to start your baraat and ceremony in the late afternoon and go straight into cocktail hour. The schedules in these two scenarios are completely different.

If you’re not sure whether or not you’re going to serve lunch, tell them that.

Which events will have outside catering. Outside catering for most South Asians means Indian or Pakistani food. Basically food that the hotel isn’t going to make for your events. Increasingly couples are opting for a different type of cuisine for their sangeet to offer some variety, rather than heavy Indian food the entire weekend.

Whether you plan to serve alcohol at the reception or not. AND whether it will be hosted or a cash bar. Events where alcohol will be served are more profitable. And you’re more likely to meet the venue’s food and beverage minimum, if you are going to serve alcohol.

Whether you’ll need a room block at the hotel. AND how many rooms? How many nights?

I hope this email template comes in handy for you! If it does, leave a comment!

All my best!

Samta Varia, Founder & CEO ShaadiShop