Choosing a Reception Location
Posted: Saturday, March 06, 2010
by Glenna Tooman
Memory Makers Event Planning, LLC
You are engaged. Now its time to choose the locations for your ceremony and reception. No two reception locations are alike. They vary in size, formality, and the services provided. At some locations, you rent an empty room and you have to transform it into a beautiful site. Other facilities provide everything you need for your reception. Most facilities fall somewhere in between. Before looking at locations, first determine about how many guests will be attending, whether you want everything indoors, everything outdoors, or a combination of the two, perhaps an outdoor ceremony and an indoor reception. The following questions will help you compare reception centers and be certain you are getting just what you need for your event.
What is the rental fee and how many hours are included? Is overtime allowed, and if so, what is the charge?
What is the deposit? Is it refundable if you change your mind? What is the cancellation policy? Is there an additional fee for security or cleaning?
What is included in the room rental, such as tables, chairs, linens, dishware, glassware, and flatware? Who does the set-up and clean-up - you or the facility?
Are any additional fees charged, such as a fee to cut the wedding cake, for a dance floor, or to use a sound system?
Are there certain days of the week or times of the day when the price is discounted? Many facilities charge less for the use of their facility on Sunday, which is usually the slowest day of the week.
Can the site be used for both the ceremony and reception? If so, must both events occur in the same room or can two rooms or an outside area be used for one activity?
Will other events be occurring in nearby rooms? If so, will the sound carry? Will you share a common entry area? If so, you will need someone to provide security for your event.
Will another event be booked in the room before or after yours? If so, you may be limited on the time you have for your ceremony or reception, for decorating, and clean-up.
Can you use your own caterer or is there an in-house caterer that must be used?
Can you bring your own wedding cake? How about mints, nuts, and similar items.
Are there restrictions on the type of music that can be played, the length of time it may be played, or the volume? How about music played outdoors?
Are there restrictions on photography or videotaping?
Does the facility have a liquor permit or a beer and wine permit? Are there restrictions on the type of alcohol that can be served? Do they provide a bartender, and if so, how is he/she paid and by whom?
May you provide your own alcohol? If so, are beer kegs allowed? Is there a corkage fee for wine or champagne?
If you are doing your own catering, is an adequate kitchen available? What dishes/pots/pans/cutlery is available for your use? How about coffee pots and punch bowls? Is there a refrigerator, freezer and an ice machine, and if so, is there a charge for ice?
Is a dance floor available if needed? If so, is there an additional charge to use it?
Does the facility provide a microphone, a cordless mike, or a lapel mike or do you need to rent them?
If the reception will be held outside, is there adequate lighting after dark, if needed?
When is the lawn mowed and watered? Will it be too wet or muddy? Freshly mowed grass can stain the wedding gown and people's shoes. What about sprinkler systems? When do they come on?
If the event will be held outdoors, ask about bugs. Are they a problem? If so, what kind are they bees, flies, gnats? What will be done to reduce or eliminate the problem? Wineries are a particular problem. As the grapes begin to ripen, fruit flies may be on your food and cake.
Are adequate restroom facilities available, including handicapped ones? This is particularly important at outdoor locations.
Is liability insurance, including liquor liability, included in the rental fee or must you, the renter, secure your own policy?
Is there a coat rack available for winter events? Is it located in a secure area? Can a coat rack be placed inside the room you are using rather than in a public area?
Is adequate on-site parking available? Is there a charge for it? Is the parking area lighted?
If the ceremony or reception will be held outdoors, can the area be tented in case of bad weather? Can stakes be driven into the ground or must you use water barrels?
If an outdoor location is chosen, is there an alternate location in the event of bad weather, including heat in the summer?
If the reception will be held at a private home or facility, do neighbors, police, or security companies need to be notified?
If the site is associated with a private home, do they have a conditional use permit from the city or county? (If they are operating without one, they could be out of business before your wedding.)
Is a cleaning deposit charged? What services are taken out of it, such as a dishwashing fee? Is any portion of it refundable, and if so, how soon after the event will it be returned?
Who will clean up? Will the facility's employees do it, or must you do your own cleaning?
Are there restrictions on the type of decorations that can be used and how they can be hung or attached? Many facilities do not allow tape, staples, wire, or tacks to be used.
Are candles allowed? If so, must the flame be covered with glass or is an open flame allowed? What about unity candles?
Are birdseed, rice, flower petals, or bubbles allowed?
What other restrictions do I need to know about?
These questions should help you to make an informed decision as you compare reception locations. You will probably think of other questions as well. Many of these questions apply to churches and ceremony locations as well as to reception facilities. By planning ahead, you can eliminate needless visits to facilities that won't meet your needs and you shouldn't be caught by surprise when you visit locations.
This Article has been viewed 193 times. (Not updated in real-time.)
No comments yet.We want your comments! If you can read this, you don't have javascript enabled, so you can't use this comment system. Please enable javascript.