Going to visit reception site - what should I ask them?

Question

Today, I am going to visit a possible ceremony/reception site for my wedding. What are some important questions that I should ask them that I'm probably not thinking of? I know the basic charges for things (facility rental, staff, etc.). They work exclusively with one caterer, and I know who that is. What else should I be asking?

Answer 1

Here's what should be in your written location contract. Don't sign *anything* until you're satisfied!


Total cost and a line-item breakdown of what's included.

Amount of deposit and when it was paid.

Balance outstanding and when it's due (a payment schedule).

Exact date and time of your wedding.

Exact location of your wedding (e.g., "In Main Gallery," "In Presidential Ballroom").

Detailed list of everything the place will provide (tables, chairs, linens, amplifiers, whatever).

The name of the site representative who will be on hand on your wedding day, and the name of an acceptable substitute.

Proof of liability insurance and liquor license.

Cancellation/refund policy.

Anything else you agree to orally that you want to set in stone.

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How much will it cost to use this site? What's the payment plan?

Is there a reception package? What's included, and how much does it cost?

Does the site have liability insurance? (If someone gets injured during the party, you don't want to be held responsible -- if the site doesn't have insurance, you'll need to get your own.)

How long will you have the site? Is there an overtime fee if you stay longer? Must you rent the site for a minimum amount of time?

Will there be another party just before or just after yours? If so, will there be enough time to clean up and redecorate before the next wedding begins, or is an awkward overlap possible?

Are tables, chairs, plates, and glasses available, or will you have to provide (rent) them yourself or get them through your caterer? This can send your costs sky-high.

Is there an in-house caterer (or a list of "preferred" caterers), or must you provide your own? Can you choose to use an outside caterer instead?

Are there kitchen facilities? Caterers charge extra if they have to haul in refrigerators and stoves.

Must you leave everything as is, or can you move things around and decorate to suit your purposes? Are there decoration guidelines?

If there's parking, is it free? If not, what are the rates and gratuities for valets? (You can and should pay this up front so your guests don't have to tip.)

Will there be, or can you set up, a coatroom? Are there sufficient restroom facilities?

If there's no bar, can one be set up? Does the place even have a liquor license?

Is there a dress code -- coat and tie after 6 p.m., for example?

Does the site have restrictions on what kind of music you can play, or a time at which music must be turned off?

Will someone who works at the location supervise your wedding? This should be the person you plan with, not someone you won't meet until the wedding.

How about security? Must you hire your own security guards, or does the site hire them or have them on staff? You should feel comfortable with the security level.

What's the cancellation policy? Some places will refund most of your deposit if you cancel far enough in advance (often 60 days), since there's still a chance they can rent the space. After a certain date, though, you may not be able to get a refund -- at least not a full one.

Answer 2

When you go and visit a possible venue for your wedding, you need to be sure that you are not alone that you have at least one member of your family or even a member of your wedding party. Then when there ask the corridnator of the site if you will be needing extra things like chairs, staff ect. Since they work with one caterer you might want to double check and see if they do the cake or if you will bringing in another person for that. See if they charge to cut the cake for you? That is always a good question to ask since some places do that. Make sure that you know your colors and see if they can make the decorations of the site match the colors of your wedding.

Answer 3

Ask about clean-up policies. Do they have people that take care of that, or is it the responsibility of the people renting the location? If it is your responsibility, how long do you have to get it clean? There are some places where I live (in a very small, rural area) where people have to clean up the place themselves (just taking out everything you brought in, picking up trash and mopping, basically). Also, make sure they know how many people you will have and your seating plans (not who sits where, but just how you want tables set up). When we had our reception, the wedding coordinator went to the reception site the day before the wedding to double check with the owner to make sure there was nothing that needed to be taken care of before the event. When she got there, there were no tables anywhere. The coordinator reminded the owner (who knew there was going to be a catered dinner because she set us up with the caterer) that there were going to be 450 guests eating dinner there. She said, "oh, they're going to sit? Well, we can only seat about 250-300 at tables". DUUUUUHHHHHH!!!!! She told us that the place could fit 500 people, but she failed to mention that that didn't include tables!!!!!!!! The coordinator said to the owner "well, you have 1 day to figure out how to seat 450 people for dinner, then." They pulled it off, thank God.

Answer 4

Ask if they can put together a kids table a t a discounted price. Kids want kid food not adult food. Negotiate the price on everything...what is set in paper is just a ballpark figure. If your reception is in the spring, fall, winter, you will have more leverage to negotiate as fewer people get married then. Let them know you want certain food and let them know your budget. My wife and I gave a budget (total amount we could afford) and we were able to negotiate a better price. It also helps to approach the contact person in a very friendly way instead of business like. The more they appear to like you the better deal you will be able to get from them. A reception hall has a huge markup. Ask about tipping as well. I prefer tipping on my own and not having it added to the final bill. If you have drinkers in your families an open bar is best, if 30-50% of people don't drink or drink very little ask for a host bar (pay per drink). That's all I can think of for now. Email me if you need clarification.

Answer 5

My suggestion (and it's been a big help to me) is visit www.theknot.com. They have tips on what questions to ask about ceremony, reception and catering. Since you're going to have your ceremony and reception at the same site and they will be doing the catering as well, you might want to first ask about what's covered in the contract. Then I would check out www.theknot.com and look up those tips and find which ones are more suitable to your wedding and ask them those questions.

Answer 6

Is gratuity included?
What kind of bar options do they offer?
Is there a refresher room for the bridal party before the reception?
Is there a cake-cutting fee? How much?

Answer 7

Ask them what time the bar closes and if it becomes a cash only I had a cousin not ask that and the bar "closed" at 11 and we all had to start paying...totally sucked~