HOW TO CHOOSE A WEDDING RECEPTION SITE

Choosing a reception site:

It’s best to have your reception is immediately following the ceremony. When deciding what type

of reception to have, be sure to consider the number of guests, your budget, and the formality of your wedding. 40% or more of your total wedding budget should go to your reception. You may

pay $500 to $4,000 for your reception site. This doesn’t include the caterer, which can run between $500 to $1,500.

Some locations provide catering. If your location doesn’t, make sure they will work well with the caterer of your choice. Establish good communications and clearly understand who is responsible for set-up and clean-up (if its clean-up, make sure you know what’s involved) and if someone else is in charge of clean- up, find out if this is an extra charge. Make sure you know what is involved in the fee (tables, chairs, plates, glasses, or flatware). If the site doesn’t provide these necessities, they should be able to  recommend rental companies. Use “Equipment Checklist” at the end of this section to determine what items you are going to need to rent or secure. Be sure the location you select can accommodate your number of guests and if there is an extra fee for extra guests. Discuss the power supply for your entertainment and volume control. Determine if it’s possible to set-up the night before to make your wedding morning less stressful. Also, make sure you know when everything needs to be broken down and cleaned up.

Additional items to keep in mind when selecting the site:

·                   The distance between the ceremony and the reception

·                   Reserve your location as soon as you have made your decision as popular locations book in advance.

·                   Check to see that type of facilities they have (hall or social room) and what the fee is.

·                   Be sure to inquiry about any policies regarding alcoholic beverages or music.

Types of Facilities:

Hotels, Restaurants or Private Clubs:

At these facilities, the people are experienced, offer complete services and they will coordinate all phases of your reception. Keep in mind you will have little flexibility in choosing your menu and you will have to confirm to their schedule.

Check to see:

o    The actual room where the reception will be held.

o    What their menu selections are and the cost per person?

o    If their menu selections include the cake and if not, there will probably be a cake-cutting fee.

o    What the charge per drink is for an open bar? If there will be a corking fee if you provide your own champagne? Will they charge extra to pour coffee with the cake?

o    What equipment is included, what is extra, and what needs to be rented?

o    If there are any music restrictions.

o    How long you may have the facilities?

o    Is there a service fee and what this consists of? Also, make sure they have adequate serving people.

o    Do they provide decorations or flowers?

Private Homes or Gardens:

Private homes or gardens provide more flexibility in time, schedules, and menus. However, you will need to do more coordinating. Strongly consider hiring a Wedding Consultant to help you coordinate everything. This will save you time and money.

Check to see:

o    If the location can accommodate all of your guests.

o    If the food can be prepared by you with the help of family or friends or by a caterer (this will all depend on your budget). Try to use a caterer if at all possible. This will be one less thing you have to worry about.

o    What equipment may need to be rented and determine the costs.

o    If parking is adequate or if valet parking is needed.

o    If the kitchen and bathroom facilities are adequate or if portable stoves and toilets need to be supplied.

o    If there is sufficient electricity for outside lights or heaters.

o    If you will need a tent or have an alternative location for an outside reception in the event of bad weather.

Clubs, Restaurants, or Hotels:

A reception held at clubs, restaurants, or hotels are less expensive than other sites because they can provide complete services and facilities. This would relieve you the burden of coordinating the reception. The disadvantage of these sites is they have pre-established menus with little flexibility. You must also confirm to their time schedule.

Interviewing for your site:

Use spreadsheet “Reception Site Worksheet” at the end of this section to compare the cost of

each site and what each will provide before making your final decision. If the site doesn’t provide the necessary essentials, don’t forget to add in the cost of rental equipment (tables, chairs, glasses, plates, silverware, and serving dishes). Be sure to see the actual room or location where your reception will take place. Also, be sure the name of the room or location is written on your contract to avoid confusion later.

What items should be specified in your reception site contract:

Q Date and time of the reception.

Q Specific room you are booking.

Q Provisions for a change in room (be sure if you have selected a specific room that the name of the room is in the contract and if you are bumped from that room for any reason, what the provisions to you will be).

Q Time that set-up and decorating can begin.

Q Time you can arrive and all guests need to leave.

Q Services included in the fee (catering, serving staff, bartenders, parking, etc.).

Q Itemized menu, time meal will be served and timeframe for consuming meal (if included as services of reception site).

Q Total cost, including taxes and gratuities.

Q Payment schedule (deposit and balance of payments as well as due dates).

Q Method of payments.

	Site#1	Site# 2	Site #3
Name:
Address:
Room/Hall  Date Available Time Occupancy Fee
Equipment Tables Chairs Linens
Food Hors d’oeuvres Buffet Sit-down Food Station Wedding Cake
Beverages Non-alcoholic Champagne/Wine Open Bar
Number of Servers Waiters/Waitresses Bartenders Valet Parkers
Included Gratuities Sales Tax
Time Number of Hours Overtime Costs
Cancellation Policy Fee
Miscellaneous
Total