How to Choose Your Wedding Reception Site

What Wedding Reception Venue is Right for You

General information 

The following recommendations are appropriate for any, not only choosing your wedding reception.

If possible, both bride and groom should attend all interviews.                                                                         

Always carry a note pad and pen to write down important information and questions that may arise during your interview.                                                                                                                                                          

Actually, choosing the wedding site that is just right for you is a lot of fun.

Before you start looking, you should brainstorm. As you do, take into consideration your chosen wedding date and at least 2 alternate dates, budget, the style of reception you desire, your wedding theme, the atmosphere you want at your wedding, and your invited guests. 

The location is one of the most important aspects of your wedding. So consider carefully what will make yours a special, one-of-a-kind wedding event. You have many options including a do it yourself wedding (friends and family contributing of course.) Following is a list to get you started. Ideas for wedding sites include:

• A Home – do it yourself or privately catered wedding,
• Auditoriums – usually on a rental basis,
• Beach – public domain. You may need a permit and or a license,
• Bed and Breakfast – full service,
• Camp Grounds – do it yourself wedding,
• Club Houses – do it yourself wedding or privately catered wedding,
• Country Clubs – most offer full service,
• Conference Centers- some offer full service, some are on a rental basis,
• Convention Centers – some offer full service, some are on a rental basis,
• Hotel: Ball Rooms, Grounds and/or Gardens. A Gazebo makes a wonderful setting for a wedding ceremony- full service
• Houses of Worship – Churches – Synagogues – Temples – Mosques – etc…some offer full service, some are on a rental basis and some can only facilitate the ceremony, 
• Mansions – full service
• Museums -some museums offer celebration rooms and may even help with special wedding themes, especially historical – usually on a rental basis though some offer full service,
• Parks – Great Outdoors – do it yourself wedding,
• Patio – Garden – do it yourself or privately catered wedding,
• Presidential Libraries –such as the Nixon Library in California, provide a complete service,
• Ranches – usually on a rental basis,
• Resorts – full service
• Rented Halls – usually on a rental basis,
• Stadiums – usually on a rental basis though some have facilities for a full service,
• Yachts or Cruise Ships – full service,
• You can probably come up with some more ideas.

 Important Notes:

Compare packages and prices. Before signing any contract, be sure you understand exactly what is included in each package presented to you, and what is not. Beware of those little things that if not included you will have to pay for separately.  This way you can more easily compare packages by different banquet halls and avoid frustration and additional expense later. 

Secure your wedding gifts. Be sure to appoint someone to collect the gifts and store them while you are on your honeymoon.

Options  

Unless the location is your top priority, choose the dream location and a few alternative sites that will be just right for you, so that if necessary you can be flexible. Some locations are natural for weddings and offer all the amenities you need. Others rent the space and leave the rest to you, still others are free but you have to make all the arrangements. So, consider your budget, your time, the work involved and your guests and choose the site that will afford you your dream wedding. The information you gather ahead of time, is actually a wonderful preparation for your interviews. 

Full service wedding sites and facilities

full service wedding venue

These are venues that can take care of every little detail regarding your ceremony and reception, even coordinate with your wedding colors and style. Whether your style calls for a buffet, a sit-down served meal, or a dessert reception, they will provide the catering, decorations and possibly cake(s) and flowers too. Some have packages that include the music and entertainment, photographer, videographer, and transportation, usually limousine, as well. You’ll still need to attend to your personal needs. You’ll need to attend to the attire, wedding accessories, and wedding gifts for each other, family, and wedding attendants. You will also need to provide the favors for your guests. Interview them to assure that you can work well together, as you will need to work with these vendors extensively. 

Semi-full service wedding sites and facilities

These are venues that can take care of every little detail regarding your ceremony and reception that pertains to the venue itself including flowers, decorations and catering, all in coordination with your wedding colors and style. You will still need to attend to your personal needs and hire a DJ or band, a photographer a videographer and transportation.  Most often, the venue management may be able to recommend appropriate service providers they have had good experience and work well with.

Sites available on a rental basis   

Of the many wedding sites that are available on a rental basis, some provide the space; others provide tables and chairs too, while still other provide linens, tableware, flatware and glassware as well. There are also rental based sites that have a working relationship with selected caterers, are familiar with other wedding service providers and vendors and can make recommendatios. 

Public sites

Beach wedding. A garden wedding site.

Public parks, beaches, gardens etc., make great wedding sites and are perfect for do it yourself weddings though you may engage a caterer. They offer you the opportunity to express yourselves in an unconfined atmosphere. Most are free to use but you’ll need to do the majority of the planning and contracting. Your first step is to find if you need any permits and or licenses. If you do, obtain them. 

Home   

A wedding in a club house

Many apartment complexes, condominiums, mobile home parks and gated communities have club houses for their residents´ use. So whether you choose to have your wedding in a club house, a home or a home garden, you’ll need to be in charge. Do recruit your family and friends and assign them appropriate tasks. Most will be honored to be asked and excited to be a contributing part of your wedding. 

Choosing the exact Wedding Site that is perfect for you 

Once you have chosen the type of wedding site you want for your wedding, do the following:

• Ask your family, friends and acquaintances for recommendations.
• Attend bridal shows.
• Search the yellow pages under the appropriate category.
• Check the internet for local wedding sites and go to their websites.
• Do you like the look and feel?
• Does it provide you with the information you are looking for?
• Does it show or tell about unique one-of-a-kind weddings?
• Can you find free gifts, free articles or free information on their web site?
• Is the web site helpful?
• Did you find a clearly posted name, address, phone and email contact?
• If you did not, skip it and go to another site.
• Bookmark (favorite) the websites that are agreeable.
• Call at least 3 possible wedding venues and schedule a visit and an interview with the manager.
• When you visit a facility, request the manager’s business card and a brochure specific to weddings.
• You want only the best! Be selective!
• When visiting or calling, were you greeted cordially?
• Were you able to obtain the information you requested in a timely manner?
• Were the people you spoke with helpful? Too helpful and eager?
• Given the approximate number of guests, did they quoted you the prices for complete packages, or just the basic prices where you will incur additional costs for services, items, foods or beverages?
• Do not commit to hiring any location until you have interviewed 3 or more prospects.
• Attach the card to its corresponding brochure and place it in a folder until you are ready to choose.
• Review all your possibilities and choose a “first choice”, a “second choice” and a “third choice”.
• Proceed with your selection.

 What to Expect of the Representative of the Facility:      

• A brochure that explains what is offered and any exclusions, rules, regulations and options ✓ References
• The business card of each person you may work with within the facility.
• A tour of the facility so you may check their amenities Questions for the representative of the facility: Please note that not all questions apply to all. Each question will indicate what venue(s) it is directed to. Public sites
• Are there bathrooms on the premises?
• Are there garbage receptacles on the premises?
• Are there electric outlets on the premises?
• What are the hours available for a wedding? *
• Is there a parking area close by?
• How long have you been accommodating wedding parties?

Full Service

• Do you offer a bridal package?
• What are your rates for the different packages and what are the options available?
• Do you provide an insured and bonded babysitting service?**

Full Service or Rental Basis

• How many wedding clients have you served?
• Do you offer any guarantees?
• Do you have an in-house wedding coordinator?
• Can you recommend wedding vendors and service providers your customers had a good experience with?
• Do you offer any discounts? What additional expenses may be charged?
• How much and by when will we need to put down the deposit?
• What is the latest time frame for making changes?

Full Service, Rental Basis or Public site

• Will you provide us with a written contract?
• Does the contract include a 3 day cancellation clause?

*Most public sites are available only on certain days and certain hours.

** If you plan not to include children in your reception, do not alienate guests who’d rather bring children than miss your wedding. You should provide a babysitting service for such guests.

Once you made your choice, you need to receive a written contract that is signed and dated by the person in charge, The contract must include all of your responsibilities and all of the responsibilities, warranties and guarantees offered by the facility.

Caveat Emptor – Buyer beware! Read each contract very carefully, on, under and above the line. Be sure that you understand it fully and agree with all the terms. If you have questions, concerns, or are uncertain, contact them for clarification.

In most parts of the USA you have 3 days to examine the contract and if you need to, cancel with no penalties.

Reception site fee 

The reception is a party where all your guests come together to celebrate your new life as a married couple. It should reflect and complement the formality of your ceremony. The selection of a reception site will depend on its availability, price, proximity to the ceremony site, and the number of people it will accommodate.

 There are two basic types of reception sites. The first type charges either a per person fee which includes the facility, tables and chairs, linens, silverware, china, food, beverages and so forth, or a basic fee to which they add fees for specific services, items, foods or beverages. Examples: hotels, restaurants, wineries, catered yachts and cruises. The second type charges a room rental fee and you are responsible for providing the food, beverages, silverware, china, linens, and possibly tables and chairs. Examples: clubs, halls, parks, museums, and private homes.

 The advantage of the first type is that most everything is done for you. The disadvantage, however, is that your choices of food, china, and linen are often limited. Usually you are not permitted to bring in an outside caterer and must select from a pre-determined menu.

 In either case you still need to hire the service providers; music and entertainment, photographers, videographers, florists, and if your wedding cake is not included in the package, bakers as well.

 Options:

Private homes, gardens, hotels, clubs, restaurants, halls, parks, museums, presidential libraries, yachts, and wineries are some of the more popular choices for receptions.

 Things to Consider:

 When comparing the cost of different locations, consider the rental fee, food, beverages, parking, gratuity, set-up charges and the cost of rental equipment needed such as tables, chairs, canopies, and so forth. If you are planning an outdoor reception, be sure to have a backup site in case of rain.

 Beware:

Some hotels are known for double booking. The bride and groom may reserve the largest or most elegant room in a hotel for their reception, only to find out later that the hotel took the liberty to book a more profitable event in that room and moved their reception over to a smaller or less elegant room.

 Also be careful of hotels that book events too close together. You don’t want your guests to wait outside while your room is being set up for the reception. And you don’t want to be “forced out” before you are ready to leave because the hotel needs to arrange the room for the next reception. Get your rental hours and the name of your room in writing.

 Worksheets and checklists including the questions you need to ask at your inteview go to the Wedding Planning Guide – Book table of contents click on HOW TO CHOOSE A SITE FOR YOUR WEDDING RECEPTION, print the worksheets and take them to your interviews. Have Fun!