Booking the Reception

Reception Facility Is the date you desire available? If the facility is to your liking ask to be penciled in. How long the date will be held? Will the date of your reception be shared with another event? If so, will the other event be on-site at the same time? How is privacy ensured? What are the hours that are available to you? Do the times include time for set up and clean up after the reception? Is there adequate parking for my guests? Will they be charged? Can these charges be waived? Is there a discount on certain time periods (days of the week, holidays or times)? What are the deposit and refund requirements? Have this written into your contract. Is there a fee for “overtime”, what is that fee? Be sure to have this written into your contract. Is there a security deposit required? If so, what is the fee, what does it cover and when can you expect a refund? Does the facility carry liability insurance in the event a guest is injured? Will a facility coordinator be available during your reception? Does the facility have adequate air-conditioning (for late spring or summer weddings) or heating (for fall or winter weddings)? Is there a room available where the bride and groom may change into going away attire? What is the rental fee? Is there an area where guests may be greeted and directed to their particular tables? Where is the cake normally placed (hint: do not choose an area close to the dance floor or highly populated walking areas)? Where is the gift table usually placed? Where is the head table usually placed? Will it adequately hold your wedding party? In what proximity to the head table will the reserved family tables be? Is there a floor plan available for you to sketch reception layouts? How many tables does the facility hold? May decorations such as balloons or confetti be used? What restrictions are there in regards to hanging decorations? Are there regulations on flowers? Does the facility provide any type of table centerpiece (ie. table number stand with table number, mirrors, votive candles, etc.)? Are candelabras or candles available? If not, ask for referrals. If you plan on using candles within the facility, be sure to clarify what type may or may not be used (ie. hurricane lamp candles are usually more acceptable then open flame candles). May the site be used for the ceremony as well? Get a contract and make sure it covers all of the aspects you are concerned with! Catering When you decide on a reception center, discuss the option of using the in-house catering service, or ask for a recommendation. You may wish to view the caterer’s menu and request a tasting of 2-4 items you are thinking about serving at your reception. Choose at least 2 different types of meals. If you will be having children or guests with special dietary needs, be sure to inquire if it is possible for them to be accommodated with special plates. Additionally make sure the caterer is licensed or you may be liable if something happens. Is there an on-site caterer and is it required that they be used? Is there a recommended list of caterers? How many guests will the facility hold: Seated for a served dinner? Seated for a buffet dinner? For an hors d’oeuvre or cake and champagne reception? Can I arrange to view the catering of another wedding reception to check food display, service style, flow, organization? How do they dress? What does the cost include? What is the estimated cost per person for a seated dinner? Buffet? Cocktail reception? Open bar? How much are your overtime and cancellation costs? Can you give me guaranteed quote, and if not, what are likely price increases? What is the policy for payment, tipping? (Some caterers request cash, others accept checks or credit cards. Some include gratuities in the base or overall price, others do not.) What is the staff-to-guest ratio? (For seated meals, the ratio is usually one waiter to 8-10 guests.) What is the name of the banquet manager? Will he or she be on hand that day? What menu items are available, is it set or do you have options (include soup/salad, main course and side dishes)? Can they accommodate special dietary requests for guests who may be diabetic, kosher, vegetarian? Can we arrange to taste foods on the menu? Is an hors d'oeuvre menu available? Will the hors d'oeuvres be butlered or on a buffet? When will the wedding cake be delivered? Is it cut by the banquet staff, and if so is there a cake-cutting fee? Are there kitchen facilities on-site, what is included (ie. stove top, oven, refrigerator, freezer, etc.) and what is the capacity of each item? Is there a bar or bar facilities on-site? What are the liquor requirements? How many drinks does each bottle of liquor, champagne, provide? If champagne or wine is to be served, is there a corkage fee? What is the fee for an open bar, no host bar, hosted bar or “white” bar? Are tables and linens available? Can I see available linens? Is there an additional rental cost? What size tables are available and how many guests do they seat? What colors are the linens available in? Are chairs provided? Are linen chair covers available? Are china, stemware and silverware available? How much advance time is needed to confirm a reservation? When will you arrive to set up? Will you feed the photographers, the musicians? What is the guarantee requirement for number of guests? When must I provide a final guest count? Get a contract! Get a confirmation letter including the dates and times, names of service help, tipping policy, decorating time, colors, menu, costs. Entertainment Is there a sound system provided, if so what type? Do you have a microphone we can use? Are there electrical restrictions to the facility? Is there a piano or other type of musical instrument available? Is there a charge for its use? Are there any restrictions as to the type of music to be played or area noise restrictions? Are there restrictions as to the hour’s music may be played? How many band members/instruments will the area specified hold? Is there a dance floor available? Is there an area for videography viewing? Can it be seen by all guests if seated? Can we review staging, lighting, audio and video needs? Can we add our own sound equipment to your system if need be? Where is the best place to set up the receiving line? Vendors What time will the facility be available for your vendors to decorate? If you are decorating yourself, you may want to ask if you can do this the night before the wedding and make it part of your rehearsal festivities. Are there any restrictions to photography, audio taping or videography within the facility? Is there specific parking for the limo and is there a facility phone number the driver may call in case he cannot find the facility? May alternative transportation be used such as a horse and carriage? Are there any restrictions as to where the florist may place flowers? Are there additional charges for required services? (ie. parking attendants, doormen, security guards, etc.) Is there adequate parking for your guests? Is there a charge for parking? May this charge be waived? Is valet parking available?

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