Wedding Reception Exit Strategy

You’ve had a beautiful ceremony and an amazing wedding reception, but the night is over. Enjoy your wedding day a little longer by leaving the end of the night activities to someone else. Too many brides make the mistake of forgetting to hand these tasks off to a trusting friend. (Want to know the other mistakes brides make? Click here)

Gifts

This is a job that you can give to your most trusted friend. At the conclusion of the reception, someone should be tasked with collecting the boxes, bags and envelope holder. Decide in advance who this person will be and where they will place the items. Often the gifts are placed in the couples hotel room if at the same venue or given to the parents of the couple. This is particularly important to decide if you are departing in the morning for your honeymoon.

Decor

If you have rented any items for your decorations, you may need someone to not only collect them at the end of the evening, but also to return them to the vendor. Some companies will pickup the rental items, but there may be a fee for doing so.

Floral arrangements may be given to guests as they part, donated to a hospital or nursing home or disposed of by the venue. Be sure to check with the venue to see what items can be left on site at the conclusion of the evening.

Fees and Gratuities

Typically, most fees are paid prior to the wedding day, but it is possible you will have some due that evening. One of the best man’s duties is to handle any fees or gratuities for the couple. Prepare and label envelopes in advance so he can handle those tasks for you.

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20 Questions To Ask Your Wedding Reception Venue

Every bride and groom would love to hear that theirs was the most beautiful, most unique, or most fun reception ever!  With time spent on creativity and planning, you can easily have them saying all three.  But behind those statements are the details…food selection, service staff, seating charts, and more. There are countless options available and questions to ask.  The key to serving up the ultimate reception is the organization of these options and questions; know what you are looking for, what you ultimately want, and what is available to you and from where.

Use these 20 questions to find the perfect venue for your wedding reception:

What is the approximate cost per guest for a seated dinner vs. buffet style dinner?  What is the approximate cost for a cocktail reception for your guests?  What is the approximate cost for an open bar for your guests?  Be sure to get a clear explanation of what these costs include such as menu items, servers, bar tenders, etc.

Do they staff the event based on your number of guests, and what is the ratio of servers/staff to guests?  Make sure they will provide adequate staffing, typically 1 server per 8-10 guests for a seated dinner.

Do they have a limited or previously set menu, or can you modify it to your liking?  Be sure to tell them your ideas for the menu.  If you are aware of guest menu restrictions and food allergies, be sure to ask about accommodations early.

How long prior to your wedding will they need a final head count?  Make sure you are both clear of this deadline.

Do they offer menu tastings, or allow viewing of their work at a different event?  Most offer tastings, make sure book an appointment to taste.

What services do they provide?  What services should you secure elsewhere, and how do they coordinate with the services that they do not provide? For example, do they supply tables, linens, and place settings.

What is the rental charge for items such as linens and china, and can you see them and provide input on which ones they use at your reception?  Ask if you can combine their rental supplies with your own decorations.

What are the drinks provided by the venue?  Include questions about non-alcoholic beverages including water, soda, coffee, juices, and mixers for the bar, as well as if they provide the alcohol.   Ask about any additional fees such as corkage fees for champagne.

Is it ok to supply outside items yourself, such as your wedding cake or pastries and treats? Be sure to discuss delivery, set-up and display of these items as well as cutting or service fees.

When and how will each food be served?  Discuss the particulars of the serving of hors d’oeuvres, the meal, and your dessert or wedding cake.

Do they allow for the feeding of your service providers such as your photographer and DJ, and are you required to include them in your head count?  Many venues offer vendor meal options for discounted meals for your providers?

Are there a minimum/maximum number of guests that you must have to secure the event?  Ask if there are alternatives to having a specific number of guests.  Some venues will allow you to meet a minimum dollar amount rather than guest count.

Can your venue provide you with a maximum price per guest on anticipated meal cost to account for fluctuation in food costs?  Get this number in writing. Have your hall provide you with a list of any and all additional fees you should be prepared to pay.  (For example, cake cutting, corkage, or administrative fees.)

What is there payment policy?  What forms of payment do they request, such as cash, check, or credit cards?  What is their policy on tipping the staff, and is it included in your price?  Include all these numbers in your reception budget.

How many hours are included in your package price? Do they charge an overtime fee and what is it? What is their cancellation fee?  Again, get these numbers in writing.

Is there a private room available for use as a dressing room?  This is a great perk for your wedding party.

Is the hall is accessible to disabled or elderly guests.  Make sure you venue accommodates for all your guests’ needs.

Is there an additional fee for a dance floor?  What is the size and cost of the dance floor?  Ask for advice for how your guests will fit on it.

Is it possible to have the ceremony at the hall?  What is the cost?  This could be a great way to save on your budget.

Are there any discounts for booking the hall on an alternative day such as a Friday or Sunday?  Many brides are using this alternative.

Contact us to get started on your wedding plans.

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Choosing Your Wedding Reception Venue

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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Special Wedding Reception Dances

There are a few key moments in your wedding day; seeing your fiance for the first time, the exchange of vows, the kiss and your first dance. There are also some special moments for your parents too; like escorting you down the aisle and sharing a special dance at your wedding reception. Here are some tips for making those moments special.

Practice Dancing. A well practiced dance can build confidence for your wedding reception dances. Many couples take dance lessons and some couples even take dance lessons with their parents. This could be a great activity to help with the blending of your families – and dad won’t be so nervous sharing that special moment with you.

Song Selection. The songs you choose for your first dance and other special wedding dances will determine the choreography of the dance, as well as the tone of the room. If you and your father are hopeless sentimentals, a slow song would be perfect. But if you enjoy a more humorous relationship, it is perfectly acceptable to pick a faster paced song. The same holds true for your first dance. (For more on wedding reception music, click here.)

Special Circumstances. Unfortunately, circumstances often prevent the bride or groom from sharing a special dance with their parent. In these cases, it’s best to discuss what each of you are comfortable doing. Some options include:

• The bride or groom dances with their respective parent without mention of the dance that will not take place.
• The bride or groom dances with a sibling, special friend, family member or new in-law.
• Neither of you dances with a parent.

If you have a close relationship with both a natural and step-parent you also have a few options to consider. Regardless of the option you choose, you should discuss your plan in advance so that no one is caught off guard at your wedding reception.

• Begin the dance with your natural or step-parent and have your wedding DJ introduce the other to cut in mid-dance. This option works best when there is no animosity between parents.
• Share an individual dance with both your natural and step parent.
• If family dynamics make the decision too emotionally charged, you might consider eliminating this dance from your wedding reception.

The usual order for special wedding dances is as follows: couple’s first dance, father and daughter, and mother and son. If your bridal party will share a dance with you, it typically takes place before the dances with parents. (For more on wedding reception timelines, click here.)

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