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Questions to Ask When Booking Your Wedding Reception

Once you have narrowed your choices for wedding reception locations down to the perfect one, it is necessary to find out the answers to many questions before the big day arrives. This avoids any unexpected surprises - pleasant or not.


wedding reception venues

Examples of the kind of information that you should acquire in the beginning stages of the planning are included below. Separate categories are simply set up simply for guidelines and to make your questioning and note taking less complicated.


The Basics

  • Name of the reception place for your records

  • Address of the reception place for your records

  • Name of the contact individual for your reception

  • Telephone number of the contact individual

  • Best time to reach the contact individual

  • What dates are available?

  • What times are available?

  • What is the minimum number of guests that must be booked?

  • What is the maximum number of guests that must be booked?

  • What is the fee per guest or total rental cost?

Pricing

  • What pricing is available for a sit down luncheon?

  • What pricing is available for a buffet luncheon?

  • What pricing is available for a sit down dinner?

  • What pricing is available for a buffet dinner?

  • What pricing is available for alcohol services?

  • What is the fee for cutting the cake?

  • What gratuities are expected?

  • Are there any additional fees?

Food and Beverages

  • Is it possible to use an out of house caterer?

  • If an out of house caterer is used, are kitchen facilities available?

  • What is the name and address of the in house caterer?

  • If an in house caterer is used, what is the contact information (name and telephone number) for the person in charge of the planning?

  • Can substitutions be made on the menu?

  • Is there a separate fee for the cake, and if so, what is your pricing range?

  • Are there any restrictions on serving alcohol?

  • Do you have a current license to serve alcohol at this location?

Parking

  • Are specific parking spaces reserved for the wedding party?

  • How many parking spaces are available for the wedding reception?

  • Will a valet be on duty for the wedding reception?

  • Is there an additional cost for parking services?

Entertainment

  • Is there a dance floor?

  • Are there in house bands?

  • Is it possible to use an out of house band?

  • Are the band and dance floor included in the quoted fee?

  • Are there any restrictions on the type of music that can be played?

Other

  • How many servers to guests are there?

  • How much time will be set aside for the reception?

  • Are rice tossing, rose petal tossing, and similar practices allowed?

  • What type of table and room decorations will be available?

  • Can additional decorations be set up?

  • Are rooms available for changing?

  • What type of rest room facilities will be available?

  • Will a maid be available for the rest room?

  • What handicap provisions are available?

  • Are there any reception favors?

  • When is the final head count needed- how many days or weeks in advance?

Payment Options

  • What type of deposit is required?

  • What type of payment will you accept- personal check, certified bank check, or credit card?

  • What type of payment plan or policy is available?

  • When is the final payment due?

  • What is the policy for cancellations?

Reputation and Liability Insurance

  • How many years has the facility been in business?

  • How often does the facility provide services for a wedding reception?

  • Is the facility covered completely with liability insurance?