Wedding Reception - 42 Questions To Ask The Reception Site Manager

When reviewing wedding reception sites, it helps to come equipped with the questions you need answered before making your decision. Elegala.com lists 42 questions to ask when choosing a wedding venue.

Here is an excerpt from the list...

Costs Involved

First and foremost-you will need to determine the cost of holding your wedding reception at the site. Sounds like a given, right? You will discover that most reception sites break down their costs differently, and what may seem to be less expensive may wind up more costly once all of the figures are totaled. Avoid confusion by requesting an itemized list of fees-or take this one with you-and tally the costs of each fee and service you will most likely use for your event. (Have an idea of your guest count beforehand-this will influence the estimated costs) Then you can compare your lists to accurately determine which site is the most cost effective for your needs.

Already confused? Not to worry-we have compiled a complete list of typical costs and fees charged by wedding reception sites. If the facility does not provide one of these services, such as an onsite caterer, factor in the estimated cost of contracting the service from an outside vendor when tallying your total expenses.

Questions to ask:

• What is the facility rental fee?

• What is the cost-for food? (sites typically offer more than one menu package; determine which menu package you will most likely utilize for your wedding reception-and use that amount in determining your estimate.)

• What is the cost-for beverage? (save time by having an idea of what beverage package you would like to serve, whether a full bar, limited bar or non-alcoholic bar)

• If you can hold your ceremony on site, what is the ceremony fee?

• What is the set-up/break-down fee? (some sites charge per chair, others charge a lump sum)

• What is the staffing fee? (including bartenders, waiters etc.)

• What is the overtime fee?

• Is there a fee for security personnel?

• Is there a fee for parking or valets?

Find The Right Venue for Your Wedding Reception

The wedding reception site is undeniably the most important piece of the planning puzzle, so you’ll want to put some careful thought into this essential task. Take these four easy steps to finding a venue that meets the needs and style of your wedding reception.

1) Determine the Theme and Style of Your Event -
Different types of wedding venues set the stage for specific styles of receptions. Before deciding, determine the type of affair you would like to host.

Today's weddings are about personality and creativity. Consider your personal style. Do you want your wedding to be a reflection or a departure from that? Just because you tend to be more city-chic does not mean you can't throw a country-style foot stomping hoe down of a wedding (it can be done in an equally fabulous manner).

Put some thought into this, and envision your perfect wedding reception. The theme and style you wish to reflect will help dictate the type of wedding venue you choose. Remember that options abound beyond hotel ballrooms, banquet halls and country clubs. Also consider mansions and historic sites, museums or parks. The sky is the limit!

2) Decide on Geographic Location -
Where do you want to get married? In your hometown? In your fiance's home town? In the town where you currently live? How about a Caribbean island? With today's jet-set couples, the possibilities really are endless. Don't be afraid to consider something different or unexpected. Perhaps the style or theme of your wedding will dictate the location-a tiki-style hut by the beach, a rustic farmhouse in the country, a posh ballroom overlooking a metropolitan cityscape. You get the idea...

3) Estimate the Number of Guests -
So you have decided to get married in an historic mansion near your hometown. Great - you're almost there! But before you get in your car and start touring wedding venues, there is one final criteria to consider - capacity. No matter how beautiful a place may be, if you anticipate a guest list of 300, cramming them into a facility that seats 150 will quickly turn an elegant affair into a mob of angry guests. Most reception sites make setting capacity information readily available. If not, give a quick call to the general phone number and find out. Make sure to differentiate the capacities for the type of wedding reception you envision (seated dinner, buffet, cocktail reception etc.) There may also be different capacities based on the setting with or without a dance floor.

4) Now Find Your Site! -
Find as many venues that meet these initial criteria as you can. You can search the national directory of wedding venues and services at Elegala.com to find sites in your area that meet your needs and narrow down your list. Then schedule appointments to tour each venue and meet with the manager. After that-it's decision making time!

This complete guide to wedding receptions has even more advice on finding and booking your venue, as well as planning your entire reception.

Wedding Venue Type Comparison Guide - Hotels/Resorts

No doubt about it - finding the right wedding venue for your reception is the most important, and often most challenging, piece in the wedding planning puzzle. There are so many types of facilities - from hotels, country clubs, and banquet halls to restuarants, mansions, museums and gardens - and each style offers its own set of unique characterstics, benefits, and negatives.

To help you sort it through - I've written up a "cheat sheet" weighing the pros and cons of various types of venues. In this post - I review hotels and resorts.

Hosting a Wedding at a Hotel or Resort
Great Because...

• Onsite accommodations and added amenities (concierge, shuttles, spas etc.)
• Proximity to airports and/or vacation destinations
• Low or no rental fees

The Downside...
• Hotel ballrooms and cuisine can be generic
• Ballroom dividers may be unappealing (ask to see in advance)
• Potential lack of privacy - larger hotels host multiple events at once

Here’s the Deal...
Providing everything in one location, these venues make things super easy for your guests. Of course, amenities, ambiance and cost vary greatly depending on the hotel or resort.

You can view the entire guide to different types of wedding venues at Elegala.com. The article breaks down banquet halls, mansions, museums and more!...

Wedding Guest List - Can We Invite More Than Our Venue Capacity?

Q: My wedding reception site holds 75, but my guest list is at 87. How much can we afford to go over - isn't there a standard percentage of guests who typically decline?
-Eve-

A: You can generally expect about 10-15% of invited guests not to come to your wedding. It’s definitely better to err on the side of caution (you never know – they could all show up), but with a venue size of 75, you should be fine inviting 87 guests – just don’t stretch it any higher.
*Note - another thing to consider is whether or not your venue holds 75 or seats 75. If your venue seats 75 - you can get away with inviting more if you're planning a stand-up cocktail and appetizer-style reception.
-Cori Russell - Style and Etiquette Editor

Get even more advice on creating your wedding guest list at Elegala.com - Elegant Galas Made Simple

Q and A - Reception Sites - Can You Negotiate The Rental Fee?

Q: In your article, "7 Ways to Save on your Wedding Reception Venue," you said to look around for a place that doesn’t have a rental fee. What if you love the place that has a high rental fee, is that fee negotiable?

Thanks for any advice. Will keep reading your blog!
- Randi Seplow -

A: When it comes to weddings – most services are negotiable – but it’s best to come prepped to the negotiating table. Do some background research to find out:

- When is your facility's offpeak season? You're more likely to negotiate a better deal during these months. (peak times vary depending on location and venue type)

- Are there days/times when rental fees are lower? Midweek or afternoon site rentals are almost always less and easier to negotiate.

- Does your venue provide additional wedding services such as catering, ceremonies, rental equipment, cakes, decor, accommodations, etc.? Usually, bundling a number of services together will help you negotiate better deals. They may be willing to eliminate or reduce the rental fee entirely, or they may offer you a lump discount for the entire package.

- Cori Russell, Style and Etiquette Editor, Wedding Expert

Planning Your Wedding Just Got Easier!

Brides - I don't have to tell you twice that planning a wedding is overwhelming. You know all too well that from the very moment you said "yes," your to-do list doubled.

Well - you can relax, because venue selection, wedding planning's defining decision, just got a lot easier. You will find that once you book your venue, the rest of the planning process is a breeze. Or at least it should be. Unfortunately, not all venue resources make planning the rest of the event so easy.

Thankfully, brides now have access to the most useful tool to help them do just that; Elegala.com's national directory of Wedding Venues is the place to start.

OK - so online venue directories have existed for years, but here's what makes this one great. Instead of presenting a list of venues and then leaving brides to fend for themselves the rest of the way (the way most wedding sites do), every reception site in the Elegala.com vendor directory includes site-specific tools to help brides plan their events at that venue.

Brides can view each venue's recommended vendor list and download complete event planning guidelines - including the site's wedding packages, menu options, pricing information, directions, tons of photos, and even floor plans. With all of this information in one place, planning your event from A to Z (from the comfort of your home computer, while donning your favorite sweats), is a piece of, ahem, wedding cake.

Atlanta Wedding Vendors - Complete List of Atlanta Caterers

So a few days ago I posted a link to a list of recommended Atlanta Photographers. But of course, your photographer is not the only wedding vendor you have to book. So to help all you Atlanta area brides (like myself) check even more items off your to-do list, here is a complete list of recommended Atlanta Caterers.

And just like the list of photographers, every caterer on this list has been personally recommended by an Atlanta-area wedding venues. So no, these aren't just caterers who paid to be listed on the site (like so many other online lists of wedding services). Here, you can rest assured that every caterer on this list comes with a local reference. It's kind of like having a personal wedding coordinator to pre-weed out the hacks.

I only wish I had a resource like this when I was planning my own wedding.

Request Bids from Local Wedding Vendors and Services throughout the Nation

Don't waste time scouring the internet and yellow pages for qualified local wedding vendors - make them come to you!

Visit this proposal request for Wedding Vendors and Wedding Services . This handy form allows brides (and grooms) to submit their vendor requests to a national database of top wedding professionals (all personally recommended by nearby venues and reception sites). You indicate the wedding services you need along with your wedding information, including your budget, date, location, and any specific requests or needs. Those wedding vendors who meet your criteria will respond with proposals tailored to your event.

It just doesn't get any easier than that.

Brides - Book Your Wedding Venues!

OK - so this post isn't necessarily budget related - BUT- still extremely useful to brides (the budget-conscious and non-budget-conscious alike!)

Without a doubt, finding and booking your wedding venue is the most important piece of the wedding planning puzzle. After you've accomplished that task, everything else just seems to fall into place.

Still need to book your reception site? Here is a searchable list of local wedding venues categorized by state/region. Each of these links are extremely useful, because once there - you can view images, pricing information, setting capacities and features, recommended vendor lists - AND you can download complete event planning guidelines for each venue.

There are two ways to search the directory:

1) The custom search tool allows you to input your location and service needs, and you'll receive a list of results that meet your criteria.

2)Or you can browse the entire directory by state or sub region

To help get you started - I've posted a list of direct links to some of the larger state's complete venue directories below. Happy searching!

California Wedding Venues - Complete list of venues in Northern and Southern California

Atlanta/Georgia Wedding Venues - Complete list of Atlanta and surrounding area venues

New York Wedding Venues - Complete List of New York/NYC area venues

Boston/Massachusetts Wedding Venues - Complete list of Boston, Cape Cod and other Mass wedding venues

Connecticut Wedding Venues - Complete list of Connecticut wedding venues, sorted by region

Texas Wedding Venues - Complete list of Texas wedding venues, sorted by region

Wedding Venues - All Other States - Complete list of venues - includes all other states and regions.

6 Easy Ways to Save on Your Wedding Reception Venue

The reception site is indisputably the most important piece of the wedding planning puzzle. Like no other aspect, the venue sets the tone for the day.

You'll find that a large chunk of your wedding budget will go towards the venue, so you’ll need to choose wisely. Based on my personal experience, here are some easy ways to get the cost down - without sacrificing on style.

1) Banish the Rental Fee
A large portion of your wedding reception budget will go towards food and beverage costs – that’s unavoidable. But many facilities slap on an exhorbiant rental fee just to host your event at the location (that’s before you spend the first dime on catering). You can avoid this extra cost by shopping around and comparing rental fees. Many facilities – often just as scenic – charge little or no rental fee on top of your catering bill (you’ll have to use the on-site caterers, but the cost is usually competitive).

2) BYOB
Believe it or not – many wedding reception venues will let you bring your own alcohol – which can lead to extensive savings on your bar tab! Liquor store prices are always less, and you can usually return any unopened bottles for a full refund after the wedding. When prospecting potential reception sites, ask whether stocking your own bar is a possibility.

3) Snub Saturdays and Summers
Saturday nights in June command big bucks. Instead, be a little flexible with your date and time, and enjoy big savings. Most reception venues offer a discounted rate for dates that are not as high in demand (vendors too!).

4) Loosen Up
A general rule of thumb – less formal venues tend to lend themselves to more affordable affairs – which is good news for you. A simple beach or garden wedding can be equally chic, and it lends itself to steel drums instead of a 10 piece orchestra, a casual buffet or barbeque instead of a 5 course meal, and simpler wedding attire - all of which can save some serious cash in your wedding budget.

5) Beat the Clock
Trimming an hour off of your reception time will reduce any facility rental fee, along with many other costs associated with your reception – such as transportation and entertainment. Trust us, your guests will be none the wiser and may actually be grateful for the extra time to unwind.

6) Get it in Writing
Hidden fees can accumulate if you are not careful. Avoid any confusion by requesting an itemized list of fees for your specific event. Make sure every item you have discussed or requested is accounted for before signing on the dotted line. For an itemized list of typical facility fees and costs that you can take with you when reviewing potential reception sites, you can visit this Reception Site Checklist at Elegala.com - Elegant Galas Made Simple

-contributed by Joni Lacroix -

Wedding Venues - How to Keep Reception Costs Down

Your wedding location is one of the most important decisions you'll make in planning your wedding - AND it's the highest cost you'll endure, so choose wisely. Expect to spend about 50% of your total budget on hosting, wining and dining your guests. So when scouting potential reception sites - you will first need to determine the cost of holding your wedding reception at each location. Sounds like a given, right? Not exactly. You will soon discover that most reception sites break down their costs differently, and what may seem to be less expensive may wind up more costly once all of the figures are totaled.

Avoid confusion, and keep costs down -
Request an itemized list of fees from each venue, and tally the costs of each fee and service you will most likely use for your event. Many fees are determined by head count, so have an idea of your guest count beforehand to get an accurate estimate. Then compare your itemized cost lists to determine which site is the most cost effective for your needs.

Already confused? Not to worry—I have compiled a complete list of typical costs and fees charged by wedding reception sites. If a facility does not provide one of these services, such as an onsite caterer, factor in the estimated cost of contracting the service from an outside vendor when tallying your total expenses.

Compare These Fees for Each Potential Reception Site:
1. What is the facility rental fee? (this is huge because rental fees can vary greatly. Some sites don't charge anything - while others can charge upwards of $10,000 and beyond just to hold your event there - on top of food and beverage costs!)

2. What is the cost—for food? (sites typically offer more than one menu package; determine which menu package you will most likely utilize for your wedding reception—and use that amount in determining your estimate.)

3. What is the cost—for beverage? (save time by having an idea of what beverage package you would like to serve beforehand, whether a full bar, limited bar or non-alcoholic bar)

4. If you can hold your ceremony on site, what is the ceremony fee? (obviously if you plan on holding your ceremony at another location - this fee is irrelevant)

5. What is the set-up/break-down fee? (some sites charge per chair or table, others charge a lump sum)

6. What is the staffing fee? (including bartenders, waiters etc.)

7. What is the overtime fee?

8. Is there a fee for security personnel?

9. Is there a fee for parking or valets?

10. Is there a cake cutting fee? (some sites charge a cutting fee only if you bring in your wedding cake from an outside vendor. this may be a lump sum or a per slice fee)

For more ideas and advice for planning your reception, visit my complete wedding reception guide at Elegala.com - Elegant Galas Made Simple.