Booking a Wedding Reception
Special to Out & About

You’ve spent days going to various locations, checking each one out personally, and now it’s time to make that final decision. Which one will you choose for your wedding reception? Before signing anything, there are a number of questions you might want to ask. Since there is a good likelihood you haven’t done this before, here is a handy list to get you started. Some of these things may not be of much import to you. Some will make all the difference in the world. With so much at stake, it makes sense to try to cover all the possible scenarios. Hopefully our list will cover most of your concerns. Some will help you decide on a location while others are for getting organized once you have picked that perfect venue.

The Basics

Start with the name, address, phone number and email address of the reception place and the person you would be dealing with. What dates are available? What times are available? Is there a minimum or maximum number of guests you can invite? What is the fee per guest or total rental cost? How much time will be allowed for the reception?

How Much for the Food

What is the price for a sit down luncheon, a buffet luncheon, a sit down dinner and a buffet dinner? What pricing is available for a sit down luncheon? What pricing is available for a buffet luncheon? Is alcohol allowed and if so what fees are involved with serving alcohol? What is the policy on gratuities? Are there any additional fees?

Food and Beverages

Do you have to use a house caterer? If not, can your caterer use the onsite kitchen? Who is the house caterer and how do you reach them? If you go with the in house caterer, can substitutions be made on the menu? Is there an additional for the cake? Is the facility licensed to serve alcohol?

Servers and Cleaners

If you use the in house caterer, do you have to provide your own servers and cleaning crew or do they come with the caterer? How many servers should there be? Will trash be removed promptly so the reception area will not look messy? Are garbage cans or bins far enough away so as not to attract bees to an outdoor reception?

Parking

Can you mark off special reserved parking spaces for the wedding party? How many parking spaces are available for the wedding reception? Will there be a valet for the wedding reception and who pays the valet?

Music and Dance

Is there a designated dance floor? Are there in house bands and if so, are they included in the quoted rental fee? Are there any restrictions on the type of music that can be played? How late in the day can music be played? Do you need additional sound  equipment or microphones? If the reception runs into the night, is there sufficient lighting and if outdoors, are there patio heaters available?

Decorations and Customs

Are rice tossing, rose petal tossing, and similar practices allowed? Do they have linens for the tables, service, glasses, dinner plates etc. What type of decorations will be available? Can additional decorations be set up? When can you come in to decorate and when does it have to be taken down again?

Additional Rooms & Help

Do they have a brides room? A groom’s room? What type of rest room facilities will be available? Will someone be in charge of keeping the rest rooms clean and well supplied? What handicap provisions are available?

Reputation and Insurance

How long has the facility been in business? How many wedding receptions do they typically hold per year? Is the facility covered completely with liability insurance?

Payment

When is the final head count needed? How many days or weeks in advance? What type of deposit is required? Can you pay with a personal check or credit card? What type of payment plan is available? When is the final payment due? What is the policy for cancellations?

Now you should be ready to make a decision and book your wedding reception location. Then on to getting those wedding invitations out and all the months of preparation it takes to make your very special day everything you want it to be.