Questions to Ask When Looking for a Reception Venue (Part 1)

Part 1: Venue (Food Provided by the Venue)

One of the most important aspects to any wedding is the reception venue. The following are a number of questions that may be helpful when researching a reception venue based on the type of venue that you are looking for:

• Is the date of your wedding available? If so, you may want to ask about their policy on holding the room without a deposit. Some places will hold the room for a certain amount of time while you make a decision.
• Will the venue or the surrounding areas be under any kind of construction during the time of your wedding? This can have a major impact on the look, noise level, and/or parking options for your reception.
• What is the maximum number of people that the room can hold based on the configuration or floor plan of your reception? (We suggest physically looking at the room carefully. If possible, ask if there is a time that you can view the room setup for the size of your wedding. Some locations may tell you that the room can hold more people than you would find could fit comfortably).
• Is the venue wheelchair friendly?
• Are their parking options for your guests? If so, is it free or will guests be required to pay? In addition, you may want to ensure that there is easy access to the entrance by limo or other wedding vehicle.
• What is the cost per plate and what exactly does this include? Be sure to look over the menu carefully and ask if any changes can be made and the costs of any modifications. In addition, you may want to ask how they handle allergies, vegetarians, and/or any other dietary restrictions. Please note, there may be a process for special meals (ie. you may have to notify them in advance, etc.).
• Can you sample the menu? Many places will allow you to sample the menu so that you may make any necessary changes, and to ensure that you are satisfied with your menu.
• Is there a different rate and/or menu for children? If you will have small children at your reception, most places will offer a kids menu at a lower price. If this is the case, be sure to ask if the venue requires you to provide them with separate numbers for kids or if there is another process.
• Does the per plate cost include taxes, room rental fees, gratuities, etc? Many venues will waive or include the room rental fee in the cost of their per plate meal; however, you will want to be sure.
• Is there a cake cutting fee? Many places will either include this fee in the price of your per plate meal or have a separate fee for this service.
• Can you and/or your family members bring in any special desserts or items? Some people and/or their families have a tradition or bringing in special desserts or traditional food. If this is the case, be sure to ask if there are any restriction and/or fees involved.
• What are the rates for an open bar (if applicable)? Ask if there are minimum rates, if the fees are charged hourly, or based on the number of drinks served. Also, be sure to confirm what types of alcohol will be made available.
• In some cases, if you are not having an open bar you can purchase drink tickets for your guests. You may want to ask about this service and how much they cost. Please note, in some cases in may actually be more expensive to buy the tickets than it would for your guests to purchase the drinks. Or, you may offer wine at the tables, or a champagne toast as an alternative. In some cases, venues may even allow you to bring in wine, but you will need to check the venues rules and the regulations involved carefully.
• Decorating the venue is extremely important. First, ask when you will be able to decorate the venue. Some places, may allow you to decorate the day and/or evening before. Also, be sure to ask about any fees related to decorating in advance. Second, be sure to fully understand what, if anything, the venue will do and/or provide in terms of decorations. Third, ask if the venue works closely with any decorating vendors, as they may have good room ideas and may even offer discounts. Finally, see what time vendors can arrive to the venue for setup on the day of.
• Make sure to ask about the venue hours. Some venues will charge more if the party extends later in the night. The last thing that you want to do is kick your guests out while the party is still going strong. Be sure to plan enough time and money to make sure you get the party of your dreams.

Selecting the reception venue is very important. Get as much information as possible and make sure that the venue people are helpful, and patient.

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