The venue you choose for your wedding reception is the stage for your dream wedding. And so many of your later decisions will be based upon the wedding reception venue – the centerpieces, menu, invitations, and more. For that reason, the date and venue are usually the first two decisions you will make. So, how do you select the perfect wedding reception venue? The following factors often help to decide where to hold your party of a lifetime.
The Guest List. When considering a wedding reception venue, it’s a good idea to ask the guaranteed minimum and absolute maximum number of guests they can accommodate. The minimum number is the amount of guests you will pay for, even if your wedding guest list is fewer than this number. The minimum number may be negotiable if your wedding reception will be during non-peak dates. When considering the maximum number, think about the layout of the venue. Will guests be seated in overflow rooms, making it difficult to hear toasts or view dancing?
The Vibe. When you conduct a site visit, be conscious of how you feel when at the location. Does the venue have “the vibe” you are looking for – whether that be formal, hip, sophisticated or casual? Does the staff have a welcoming, professional manner? Can you picture your friends and family enjoying your wedding at this location?
The Decor. When viewing a possible wedding reception site, consider the decor of the facility. Has it been recently updated? Is it scheduled for a major overhaul? Does the decor suit the decorations you have in mind? Does the venue supply any basic decorations such as mirrors or table linens? Are there any architectural elements you can highlight? Does it present good photo opportunities? You will spend the most amount oftime on your wedding day at this facility. Make sure the decor is something you enjoy.
Location. Guests appreciate it when you take their needs into consideration too. If you have a large number of out of town guests, a reception venue with or near hotel accommodation is a great convenience. If your wedding ceremony location and reception are close to each other, your and your guests will have less travel time.
Ceremony Options. If you are interested in combining your ceremony and reception venues, you can save time and moneyon your wedding day. If there ceremony will take place outside, make sure you consider the indoor alternative in case of inclement weather. Does the venue charge additional fees if you have to enter the facility early for these reasons? Are there fees for chair rental and setup for the ceremony?
Practical Matters. While this is your dream wedding, there are still real world matters to consider. Make sure the venue has ample parking and conveniently located restrooms. How many bartenders will service your guests? Do they offer valet service? Coat check? Handicap accessible? Does the wedding reception venue offer a bridal suite where you can freshen up or store items? If you are getting married at the height of summer temperatures, ask to visit on a warm day so you can feel if the air conditioning is adequate.
The Entertainment. Your wedding reception is the party to celebrate your wedding so consider the venue’s layout for the entertainment. Is the dance floor in a good location and large enough to accommodate your guests? Is there room for the DJ to be placed by the dance floor? If you are considering an outdoor venue, are there ample electrical resources?
A Yummy Task. Of all the items on yourplanning checklist, none are as delicious as sampling the reception menu. You wouldn’t buy a car without a test drive, so don’t skip tasting the food for your reception. Most reception venues regularly schedule tastings so that you can sample items you are considering for your wedding menu. You can also discuss additional food and drink items, such as midnight snacks and signature drinks.
Fees and payment schedules. Some reception venues provide the catering, table linens, china and more. Some venues provide just the facility. And others will allow you to bring in your own caterer – for a fee. Whatever your choice, be certain that you understand the fees and they are written in your contract. Additional fees to consider are gratuities for the maitre d’, wait staff, coat attendants, valets and bartenders. Some contracts will include a line item for gratuities in the details.
You will likely pay a security deposit upon signing the contract for the reception venue. Ask to include the payment schedule in your contract. The terms should also define if, and under what circumstances your payments would be refundable.
Somewhere different. Many couples are choosing to hold their reception at a non-traditional venue. If you choose a non-traditional venue, you may incur additional costs to supply basic items like tables, chairs, and table wears. Additionally, the wait staff will likely be contracted for the event so you may want to work with both the venue and caterer to compare wait staff fees. Some ideas for this option include:- Art galleries
- Sports arenas
- Botanical gardens
- Zoos
- Historic homes
- Museums
- Planetariums
- Yachts
- Theaters
- Vineyards
- Restaurants
- Orchards
- Planetariums
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