What Are Some Important Questions To Ask The Owner Of A Reception
Hall When Planning A Wedding?
My fiance and I are plannning a wedding reception that we want to have a dance, a bar, and a dinner. Is there anything specific we should check with the owner of the reception hall before making our choice?
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on Friday, September 25th, 2009 at 11:01 pm and is filed under Wedding Planning Tips.
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The price per person. You want to make sure that the bar is included in the price they are giving you per person. How many hours is the bar open? Most places do this already but if they don’t you should ask to have a food tasting to see if you even like the food they will serve.
Cancellation policy
Insurance
What times do I have the room for? ex: 12:00- 6:00pm
Security Deposit
Do you supply tables and chairs? How many do you have?
Do you supply linens?
Can I bring in my own caterer? Bar?
Do you have a restroom attendant during the event?
Who cleans up?
Can I use kitchen appliances?
Can I use tape, thumb tacks, etc on walls?
ask if you need to rent chairs if you have to have insaunce, can have alcol, has a kitchen area, how big, need to rent tables, do you need to clean up, is there a stage how many people will fit, price, can we have food, what hours it is alvaablie, when do you need to reture the key, is there a depsoit? when do they need it back, do you need security, like police and fire
Pricing, of course, is the big question, but find out what the rate difference is between weekday/weekends, day or evening rates, plus what the price differences are between the different months — if you’re willing to be flexible, you can save quite a bit if you have your reception on a weekday/night, during an offseason month. Also find out if they rent by the hour, blocks of hour, and what the penalty is per hour, if you go over the agreed-upon time. Read all the fine print about deposits and penalties if for some reason you need to change the venue. Since you’re going to be serving alcohol, find out if you need to purchase the banquet license (you can usually get it at a liquor store) and if you can provide your own alcohol (just because it’s less expensive). Find out if they let you choose a caterer of your choice, or if you can only pick a caterer from their own list. Find out if you can rent chairs/tables/equipment from a vendor of your choice, or if you have to rent from them, or from someone on their list. Some locations are more strict than others when it comes to caterers and material rentals; it’s good to know how much leeway you have. Unless you had your heart set on a DJ for the music, if you want to save some money and have a decent set of speakers and equipment, make several playlists on an mp3 player and have that be your DJ. Have a microphone on hand for people to make announcements and toasts.
Rox covered alot but you also want someone to watch over gifts especially monetary ones. Are you required to have insurance alot of sites require that. Are there fees for every little service such as cake cutting, pouring a toast or do they have inclusive packages. If so check the list carefully to make sure all the elements that you desire for your wedding and reception are included. If not find out the costs involved.
Security…you don’t want wedding crashers! That is very important….also, is there going to be a security guard watching the parking lot? Security is essential in order for your day to be drama free! Congratulations!
Can the facility comfortably accommodate the size wedding and number of guests you are planning?
Is it available? Ask if there are any other events or weddings booked for that day. Some facilities will only book one wedding a day and that’s great! Other reception locations may book two weddings back to back.
Most receptions last for four or five hours. Ask how many hours you will have for your reception. Some facilities will give you four hours and charge you additionally
What size are the tables that will be used? Find out how many guests can sit around each table.
A dance floor is sometimes provided, but sometimes you will need to rent one and the cost may surprise you.
Tell the hall representative about your decoration plans and be certain that you can use the type decor you want.
Inquire about the alcohol policy for the reception hall you are considering
Ask about the amount of parking that is available. See if the parking area is well lit, clean and looks secure.
Find out if the reception hall has enough electricity for a DJ or band.
Is there a changing room for the bride or bridal party?
Are the restroom facilities clean? Are the restroom fixtures in good working order?
Ask about your accessibility to the hall. You will need to tell your vendors when they will be able make their deliveries.
How much is the total rental fee? Specifically, what does the price include? Ask about the deposit. How much and when is the balance due? Ask if they have any “wedding packages”. Sometimes facilities will offer a wedding package including food, flowers, wedding cake and even a limo. Although you limit some of your choices, it can save you time and money
If it’s a banquet hall or historic estate, do you have to rent chairs and tables, and if so, is this an extra charge? What about linens and glassware are they included? Is there a cake cutting fee? What about a corking fee? (When you purchase your own alcohol for the reception, a corking fee is sometimes charged for each bottle of wine opened
If the facility is a hotel or restaurant and will provide the food for the wedding, make sure that you’ve had an opportunity to sample the food and talk about menu choices. If you choose a location which requires an outside caterer, ask if you’re required to choose from their approved list or can you choose any caterer
Make sure the dance floor is big enough to accommodate your guests. Ask the facility manager to show you where the band or DJ would set up their equipment. Make sure the facility can accommodate them adequately.
Do you need to hire a parking attendant or valet?
Ask if there are any restrictions in regards to using the facility. For instance, some historic estates have restrictions or rules regarding smoking, lit candles, and alcohol.
Many facilities will have a Wedding Day Coordinator on staff and at no extra charge. The Coordinator keeps the wedding on schedule and is “the person” for the caterer, DJ/band, florist, or even the bride to go to if they have questions
Here’s some advice when searching for the perfect caterer:
Make sure the caterer is properly insured, licensed and has all the necessary permits.
Make sure the caterer’s employees are covered by workers’ compensation. If something was to go wrong the caterer would be held liable, not you.
Get references from friends and people in the community. Chances are reputable names will overlap.
Find a caterer that has been established for a substantial amount of time and whose owner is an active part of the company.
Tour the facility, especially the kitchen.
Don’t neglect the importance of the quality of the food. Make sure to sample several dishes that you will be serving at your event.
Always choose someone that you feel comfortable and confident with. Don’t neglect enthusiasm. It’s important to find someone that will go the extra mile for you.
Ask if you are allowed to decorate it yourself or if decorations are included. Some places have their own decorations and decorate for you, some will still allow you to use your own and others won’t.
If they dont’ or won’t run a bar for you, are you responsible for bring a certified bartender or can people make their own? Some places may not carry a liquor licence and expect you to bring someone who does with your reception.
I’ve helped to plan many events and it helps if you already know what you what your budget is, # of people attending, and what you kind of reception you want. Check a few places, unless your are determined to have it at a certain venue.
Also ask if they have packages. Sometimes its cheaper and you can adjust as you need to.
Here are some FAQ that I’ve come across when searching for a venue:
DINNER: usually includes 1 or 2 main entrees & 2 or 3 sides-usually the charge is per person(head) what you need to know is:
1. Cost per person(how much extra for addl sides)
2. If its a big wedding ask to negotiate costs
3. Any beverages included with dinner (ex coffee, tea,
water)
4. How many at each table/do they include servers?
5. Also find out if they offer buffet style(sometimes
cheaper)
6. Do they provide set up and clean up?
Bar: 1. You need to decide what kind of bar you want
Example:
a. open bar ( what liquor will be allowed, who
provides bartender)
b. no host bar
2. Sometimes costs are in bulk-but find out how much
it is and what is included in costs
3. They should let you know regulations regarding the
open vs limited bar (sometimes drink tickets are
passed out for limited bar)
Dance: 1. Do they provide a DJ? If not, ask for
recommendations.
2. Will all music be allowable? Some halls don’t allow
certain types of music
3. Can you provide your own music if need be?
Wedding cake: Usually you provide what you need to know
is how will they set up for it and is it feasible
for you?
Pictures: Some venues have picture packages. So
you might want to ask and find out.
Decorations: If not part of a package, you will have to
provide. This includes; flowers, table, decor
Always ask what they will or will not provide. It helps to take notes. Makes it easier to remember what the place offers.
When planning you might want to try to include your fiance as much as possible. You want to make sure he has a good time too. If you are planning the wedding yourselves the assistance of a friend or relative will be of a GREAT help to you.
However, if in your budget a Wedding/Events Planner is a great idea. They already have connections and might be able to get better deals for you. They also know what halls/venues already provide. It makes it easier for you and less time consuming.
Hope this helps.