Questions to Ask Your Reception Site

You’ve searched and high and low and finally found the perfect place to hold your reception! But wait, before you sign on the dotted line, make sure you’ve asked all of the right questions. Check out our local Reception Sites.

Ask about the size and particulars of the facility. Can the site be used for the ceremony? Can the facility comfortably accommodate the size wedding and number of guests you are planning? If you’re planning a large wedding, inquire as to the largest reception the facility has handled. Does it have handicap access? Does it have air conditioning? Does it have heating? Is there a room available for the bride to use during the reception to change clothes? Does the site have liability insurance in case someone gets hurt?

Ask about your wedding date. 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. And of course, large hotels can have many weddings going on at the same time. Just be sure you know all of the details for the day of your reception.

Ask about the number of hours. 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 for every additional hour. Be sure to ask when you must be out of the facility and if there is an additional charge for going over the allotted time.

Ask about the decor of the facility. If you haven’t seen it already, ask to see pictures of the facility as it would be set up for a wedding. Can you make any changes? Make sure that if there are certain decorations that you see now and like, that they will still be available on your wedding date. Ask if they are doing any remodeling or redecorating from now until your wedding day.

Ask about the food. 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?

Ask about alcohol and bar service. Does the facility provide the alcohol and bar service or do you bring your own alcohol? What about bartenders? Are there any restrictions about the type or quantity of alcohol to be served? Do they require a cash bar or is open bar an option?

Ask about entertainment. 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. Are there any regulations on the type of music, or duration of music?

Ask about Money. How much is the total rental fee? And 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 lots of time and money! Ask if you have to cancel can you get the deposit back?

Ask about any extra charges. 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? Are tips included in the price?

Ask about parking. Is it readily available? Do you need to hire a parking attendant or valet? Are there any events that will make parking difficult for your guests?

Ask about any restrictions. Ask if there are any restrictions in regards to using the facility. For instance, some historic estates have certain restrictions or rules regarding smoking, lit candles, and alcohol. Any regulations on photography, decorations, or flowers?

Ask about overnight accommodations. Ask if the facility has overnight accommodations for your out-of-town guests. If it is a hotel, can you reserve a block of rooms at a discount?

Ask about a wedding coordinator. Many facilities will have a Wedding Day Coordinator on staff and at no extra charge. The role of the Wedding Day Coordinator is to make sure that everything runs smoothly for your wedding day! 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.