Booking the Reception

Questions to consider when looking to book your reception venue How many events will be booked on my

wedding day? Only if you are booking a massive event space should there be more than one event scheduled on your day. If your wedding is in the morning, you might feel like you’re being rushed out if the venue needs the space for an afternoon party. If your party is later in the day, you could show up to a banged up venue and a tired staff. Just make sure that you’re getting the time you’ve been allotted and have paid for and that you find out how privacy will be ensured during multiple events. Is there a day-of coordinator? It’s best if there’s someone from the venue present on the day of your wedding to make sure all the little details fall into place. They often work for the facility, so they are your go-to person should anything go awry while you’re enjoying your celebration. Be sure to get a list of their responsibilities and confirm their attendance at your wedding before you sign the contract.

What is the maximum number of guests

you can accommodate? You should find out how many people the venue seats comfortably and what the maximum number of people is based on fire code. Keep in mind your style of reception; seated dinner, buffet or hors d’oeuvre’s.

What is the site fee, and what is included? How much is the deposit, and when is it due? What is your cancellation pol-

icy? Some venues will charge you just for the space, while others will include tables, chairs and table linens. Other things to ask about are security, restroom and coat room attendants, and valet parking. You can also ask if there are discount for booking an offseason date or on Sunday – Friday.

What is the backup plan for outdoor

spaces? Make sure the facility has a contingency plan when it comes to bad weather, or other unforeseeable circumstances.

Can I have my ceremony here too? Is there an additional cost? Is there a chang-

ing area for you and the bridal party? If you are not going to have your ceremony at the reception venue make sure to find out how far away they are from each other. Find out if the reception venue will have signage or other aids to direct guests to your event. Most venues have a special room for the bride and her entourage to get ready.

Do I have to use your preferred vendors,

or can I choose my own? Some venues give you a list of photographers, florist, DJ’s, caterers and bakers they work with, and you will have to pick your vendors from their list. Know that you can sometimes avoid this, but at a hefty cost. If you choose to bring in your own caterer make sure there are kitchen facilities available to them.

Do you have liability insurance in the

event a guest is injured? If someone gets injured during the party, you do not want to be held responsible.

Are you licensed to provide alcohol? Will there be a hosted bar, a cash bar or a combination of the two? Are there consequences for not fulfilling the food and

beverage minimum? This is a personal decision that you and your fiancé should make based on your budget, not one that should be dictated to you.

What is the corkage fee if I bring my own

wine? Supplying the wine could save you a ton of money, depending on the corkage

Booking the Reception (continued from page 20)

fee. If you would like to supply your own alcohol, just make sure it’s allowed.

Are there any photography restrictions?

Some venues may have restrictions of flash photography in certain area’s or other regulations.

What are the decoration guidelines and

restrictions? Candles? Many venues don’t allow streamers or anything that would make holes in the walls. Many venues do not allow open flames.

Who is responsible for setting up and tearing down? How early can I get into

the site for set-up? No matter where your wedding is, find out if you need to hire an extra person to take care of constructing and deconstructing the wedding set. If the venue is taking care of this make sure to find out what the fee’s are. Reception halls

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231.437.3474 CYC-EVENTS.COM CHARLEVOIX, MI generally allow you ample time for this, but with museums, galleries, theatres and stadiums, inquire early and often about how much time you have.

Will our guests have to pay to park? Can this be waived? Do you have valet servic-

es? If you are checking out spaces in a state park or beach, or anywhere visitors normally have to pay to park, they’re probably planning on charging your guest. You can offer to pay for them ahead of time, just make sure to make room in your budget. If valet parking is available find out what the fees would be for this.

Are there restrictions on what kind of music I can play, or a time by which the music must end? Is there a noise ordi-

nance we should be aware of? How late you can stay may affect the rest of your day, so make sure to be aware of these limitations. If you are considering a live band, make sure the venue has room to accommodate them.

What time do we need to be out by? Is there a minimum or maximum rental

time? A five hour wedding is pretty standard; half-hour ceremony, cocktail hour, hour for dinner, and two and a half hours for dancing. Some venues will charge by the hour if you want a longer party.

Are there any additional cost? (Cake Cutting, Cleaning, Insurance, Coat Check, Valet Parking, Restroom

Attendant, Security, etc.) Get all of this in writing so there will be no surprises.

What kind of overnight accommodations

are available to your guests? If your reception is at a hotel find out what rate you can offer your guests and how many rooms you can guaranteed at that rate. If your reception is not at a hotel find out what the nearest hotels are. a