Your Essential Guide to Receptions
How to select a site, cost cutting tips, and questions to ask.
from Brides.com
Getting Started
You've said "I will" - the next step is to select a venue.
First things first
Begin your search right after you've settled on a head count. Book your reception site 9 to 12 months in advance.
Do your homework
Consult Brides.com's Receptions Galleryfor a wide array of ideas by color, theme, and style. Flip through wedding magazines and visit your local chamber of commerce for recommendations.
Get the scoop
Seek recommendations from friends, family members and coworkers—anyone whose opinion you trust. And, chat with brides in your area.
Confirmation call
Before making appointments with site managers, request the following over the phone:
- availability on your wedding date
- food and beverage options on premise
- number of guests the venue can accommodate
- parking options
- accessibility for handicapped guests
- number of events the venue will hold simultaneously
- Down to business
- Narrow down your list of sites, based on the phone interviews, and schedule site tours. Bring a notebook and pencil, and write down answers to your questions.
Scope it out
Tour the entire facility, including bathrooms and kitchens. Note the quality of the lighting, and the availability and positioning of electrical outlets (for your band or DJ).
Stylish match
Make sure the site's decor and ambience complement the style and colors of your wedding.
Research thoroughly
Ask to speak to former clients. If your request for references is denied, consider that a red flag, and move on.
Assess the space
Request a second visit, when another wedding is being set up, to accurately assess the site's size. If this is not possible, ask to see photos of events that have taken place there.
Meal time
If the site has an in-house caterer, schedule a meeting to discuss menu options and a tasting.
Savvy Shopper
Money-saving strategies, interview questions and contract-negotiating tips.
How to save money
Fully furnished
Choose a fully equipped space. The less you have to rent, the better. Many restaurants and clubs will supply tables, chairs, linens and most partyware.
All-Inclusive
Sites that can help you put together a package that includes the caterer, cake baker and florist can help you save time and money.
Single setting
Hold the ceremony and reception at the same site. You'll pay one rental fee and bypass transportation costs. (Make sure the site has separate rooms for the ceremony, cocktail hour and reception so that you don't incur extra labor costs for the "turning" of the room.)
Timing issues
Book off-season (like February), off-hours (like morning) or off-days (like Friday). Or have your Saturday reception at a restaurant that's closed on weekends. Business-district locales often offer reduced rates for weddings held on their off-nights.
Mini meals
Host a brunch, luncheon, cocktail party, or full tea reception, which will cost less than dinner.
Seek out perks
Host your wedding in a hotel ballroom and you could be eligible for discounted room rates for your guests, free airport shuttle service and even a free honeymoon suite.
Built-in beauty
Hold your reception in a decorative locale. A terrace with a wrought-iron balcony may supply all the grandeur you need, while a forest in autumn, ablaze in golden leaves, cuts flower costs.
Think outside the box
Sites that don't specialize in weddings but host a variety of events may have a lower per-guest cost. Consider an aquarium, lighthouse, jazz club or bed-and-breakfast.
Set sail
Some yacht-for-hire packages trump those of hotels, and tourist-industry schooners can make for romantic cocktail-party receptions.
Hidden fees
Beware of outdoor locations that charge site fees or require special permits. Botanical gardens, for example, can charge up to $10,000 in grounds fees.
Great outdoors
Rent a pole tent. With sweeping, peaked roofs, these tents are the most classic option, and the most affordable.
Simple chic
Choose plain plastic tenting over pricier chiffon or silk.
Members only
Check into professional and social memberships. Members of golf clubs or alumni associations, for example, may be eligible for substantial discounts.
Intimate options
Consider renting out space at a smaller hotel or restaurant. Your favorite bistro, for example, may have a lovely private room that costs much less than space at a mega-hot spot.
What to include in your contract
- State the date, time and head count of the reception. Also, note the name of the person in charge of your event.
- Create a repercussions clause (such as a partial refund) in case of venue snags, such as a broken air-conditioner.
- Note the agreed-upon price and what the fee covers.
- Create a payment schedule listing the exact due dates of the security deposit and balance.
- Make sure the cancellation and postponement policy are included. Note whether you will be refunded your deposit if you don't stick to the contracted date.
- Get the gratuity amount in writing if it is not included in the overall estimate.
- Note overtime fees.
- Detail any rules regarding decorations, food, beverages and noise levels, as well as fines for transgression of such rules.
