Advanced Guide to Hong Kong Weddings: Venue Comparison, Rain Plan SOP, and Photo/Video Deliverables & Rights

This article addresses three high-impact areas: venue practicality, weather risk management, and photography/video deliverables and rights. It is designed to be vendor-aligned, guest-friendly, and copy-ready without speculative pricing.

1. Venue Comparison: Hotel vs Outdoor vs Private Clubs

• Hotels

  • Pros: Stable logistics, built-in backup rooms, one-stop F&B/service, guest convenience.

  • Potential limits: Minimum spend or per-head packages, preferred vendors, corkage/cakeage, overtime surcharges.

  • Contract focus: Minimum spend calculation (before/after service charge), date hold/cancellation terms, load-in/out windows, décor restrictions, AV testing access.

• Outdoor Venues

  • Pros: Natural light, spacious visuals, flexible styling.

  • Potential limits: Weather risk (rain, wind, heat/humidity), extra AV/power rental, sound limits, floor load and anchoring restrictions, restroom/accessibility.

  • Contract focus: Rain triggers and procedures, power/AV safety, tent specs and floor protection, install/strike windows, insurance and site management.

• Private Clubs/Venues

  • Pros: Privacy, consistent service, strong views/ambience.

  • Potential limits: Membership requirements, preferred vendors, music/religious restrictions, photo boundaries.

  • Contract focus: Non-member usage conditions, photo/streaming permissions, menu tasting/change policy, parking/guest access rules.

2. How to Choose: Map to Guests, Movement, and Rituals

• Guest profile: More elders → hotel/club stability; many overseas guests → transport+hospitality priority; kids → accessibility and family-friendly facilities.

• Movement: Same-site ceremony+banquet reduces risk; if two sites, lock shuttle and buffer time.

• Rituals: Tea ceremony + civil vows + cocktail + banquet → hotels streamline; intimate daytime vows → outdoor/private venues suit better.

3. Rain Backup SOP (ready to use)

• Triggers (set in writing)

  • Based on official forecast/alerts; make decisions at T-48h and T-24h to avoid last-minute confusion.

  • Decision owner: couple/planner/venue to confirm in writing (email/message).

• Options

  • Move indoors on site: Pre-hold an indoor space; adjust décor scale and seating; revise camera angles.

  • Tenting: Coverage for guests and aisles, clear/white tops, drainage/anti-slip, ballast and fire lanes.

  • Time shift/shortened ceremony: Complete legal core first; squeeze vows during rain gaps.

  • Change venue/date (if allowed): Spell out fees and vendor coordination costs.

• Checklists

  • Equipment: Weather covers for AV, cable protection, anti-slip mats, towels/hair dryers.

  • Crew: Fast tent/table/chair team, floral protection and redeploy, MC rain announcements.

  • Photo: Umbrella composition, covered spots for key portraits, rain sleeves for gear.

  • Guests: Umbrellas/shawls prompts, wet-floor signage, elder seating priority.

4. Photo/Video Deliverables and Rights

• Deliverables (put into contract)

  • Photos: Total frames, edited count, color style, dual resolutions (print/social), formats and delivery links.

  • Video: Highlight duration, feature length, included moments (vows/speeches/first dance), subtitles, licensed music sources.

  • Timeline: Draft/final delivery dates, revision rounds, extra edit fees.

  • Raw footage: Whether provided, cost, retention period.

• Usage Rights

  • Couple personal use: Platforms allowed and credit requirements.

  • Vendor/venue marketing: Written consent before any commercial use; portrait/privacy protection.

  • Music/licensing: Ensure tracks are licensed to avoid takedowns or mutes on platforms.

• Backup and Retention

  • Dual backup on vendor side; the couple should create two backups after download.

  • Retention period stated (commonly 6–12 months) and retrieval fees if any.

5. Contract & Communication SOP

• Documents: Contracts, quotes, payment proofs, run sheet, vendor contact list, floor plan and timeline, written rain plan.

• Milestone alignment: Four checkpoints at T-90/T-60/T-30/T-7 days (couple, planner/coordinator, venue, key vendors).

• Day-of command: One communication lead (MC or planner) to avoid conflicting instructions.

• Final payments & delivery: Payment timing, receipts, delivery links and expiry, second-backup reminder.

Closing:
Focus on controllable logistics and clear rights. This keeps the day elegant under changing weather and ensures deliverables match expectations—without surprises.