Can You Bring Your Own Wedding Vendors to Our Banquet Hall?
Can You Bring Your Own Wedding Vendors to Our Banquet Hall?
Planning your wedding often means working with decorators, photographers and other professionals you trust. Before confirming their services, it is important to understand whether they can work at your chosen banquet hall.
At VV eConvention Centre in Klang, Selangor, we help couples understand our external vendor requirements, including approvals, setup time, security deposits and venue rules.
Can You Bring External Wedding Vendors to Our Banquet Hall?
Yes, you may bring your own wedding vendors where permitted by us, subject to our prior approval when required. However, external catering services are strictly not permitted.
External vendors may include:
Wedding planners and decorators
Professionals responsible for planning and decorating your wedding.
Florists
Florists arranging wedding flowers and floral decorations.
Photographers and videographers
Teams capturing photographs and videos of your celebration.
Entertainers and performers
Performers and entertainment providers involved in your event.
Audio-visual and production teams
Suppliers handling technical equipment and production requirements.
Other service providers
Other professionals involved in your event.
Before your event, we may request your vendors' names, contact details, scope of work and equipment information.
We may refuse access if a vendor's activities could create safety risks, damage our venue or disrupt our operations.
Is There a Security Deposit for External Wedding Vendors?
Yes. A refundable RM2,000 cash security deposit applies when you engage external vendors for setup, decoration or installation work.
Refundable Security Deposit RM2,000 Cash deposit before setup
Approved Bank Transfer Refund 7 Working Days After the event, subject to conditions
Here is how the deposit works:
01
Before setup
Pay the RM2,000 deposit before any work begins.
02
After the event
We inspect the venue and confirm that rubbish and waste have been removed.
03
Refund
We return the eligible deposit once the required conditions are met.
04
Possible deductions
Cleaning, waste removal, repairs or damage-related costs may be deducted.
If we approve payment by bank transfer, the eligible deposit will be refunded within seven working days after the event, subject to inspection and clearance requirements.
You remain responsible for any applicable costs exceeding the deposit.
How Much Setup Time Do External Vendors Have?
External suppliers must complete their setup within two hours following payment of the security deposit.
Permitted Setup Time 2 Hours Following deposit payment
Additional Setup Hour RM1,000 If setup exceeds the limit by more than 15 minutes
If setup exceeds the two-hour limit by more than 15 minutes, we charge RM1,000 for an additional hour.
Examples of Additional Setup Charges
10 minutes overtime RM0
40 minutes overtime RM1,000
One hour overtime RM1,000
To avoid delays and additional charges, we recommend:
Confirm setup requirements
Confirming your vendors' setup requirements in advance.
Coordinate arrival times
Coordinating their arrival and preparation schedule.
Allow equipment checks
Allowing sufficient time for equipment checks.
Finish within permitted hours
Completing all setup within the permitted reservation period.
If another event is scheduled on the same day, we do not allow extensions or additional setup time.
What Decoration and Installation Rules Must Your Vendors Follow?
All decoration, installation and setup work must take place in areas approved by our team.
To protect our venue and keep everyone safe, external vendors must not:
- Drill, nail, screw or staple into walls, ceilings, floors, furniture or fixtures.
- Permanently attach or glue materials to venue property without approval.
- Interfere with electrical, lighting, air-conditioning or fire safety systems.
- Block emergency exits, access routes or safety equipment.
- Carry out activities that could damage the venue or create safety hazards.
Special installations, heavy equipment, stages and substantial structures require our prior approval.
We may also require vendors to remove decorations, installations or equipment that do not comply with our requirements.
When Must External Vendors Leave Our Banquet Hall?
All external vendors must finish their work and remove their belongings within your confirmed reservation period.
This includes:
Dismantling
Dismantling decorations and temporary installations.
Equipment removal
Removing equipment and materials.
Waste clearance
Clearing rubbish and waste.
Venue condition
Leaving the venue clean and orderly.
Remember that your reservation period includes setup, event activities, dismantling and clearance.
For details about our half-day and full-day schedules, read our banquet hall booking hours guide.
How Can Our Team Help You Coordinate External Vendors?
At VV eConvention Centre, we recommend discussing your external vendor arrangements with us before confirming their services.
Our team can help you understand:
01
Vendor approval
Which arrangements require our permission.
02
Setup schedule
When work can begin and when it must finish.
03
Deposit and charges
The applicable security deposit and additional fees.
04
Venue requirements
Decoration, installation and safety restrictions.
As the client, you remain responsible for your vendors' actions and any resulting damage or costs.
You can also review our full Terms & Conditions before finalising your arrangements.
Discuss Your Wedding Vendor Arrangements with Us
At VV eConvention Centre, we help you understand our external vendor requirements before your celebration. Contact our team to discuss your chosen vendors, setup plans and applicable charges.
Enquire About External Wedding VendorsFrequently Asked Questions
Yes, where permitted by us and subject to approval when required. We recommend sharing your vendor arrangements with our team before the event.
Yes. A refundable RM2,000 cash security deposit applies when you engage external vendors for setup, decoration or installation work.
External suppliers must complete setup within two hours following payment of the deposit. If setup runs more than 15 minutes beyond that limit, an additional RM1,000 hourly charge applies.
Yes, subject to our venue rules. Special installations, heavy equipment, staging and substantial structures require our prior approval.
Yes, provided all rubbish and waste have been removed, the venue passes inspection and no applicable deductions are required. For deposits paid by approved bank transfer, refunds are processed within seven working days after the event, subject to these conditions.
Conclusion
Bringing your own wedding vendors offers flexibility when planning your celebration. Understanding our approval process, setup time limits, security deposit and venue rules can help you avoid delays and unexpected charges.
At VV eConvention Centre, we help couples coordinate their external vendor arrangements so their wedding preparations run more smoothly and their celebration stays on schedule.
20 Oct 2026
