Reception

The reception is where many couples spend most of their effort planning.

There are a number of details to cover. Here are a few tips guide you

through the necessary steps in planning your reception to help it go as

smoothly as possible.

Budget

Determine your budget before you start your planning.

Set your limit to avoid wasting time looking at sites that may not fit your budget.

It is a good idea to leave a cushion to cover unexpected costs.

Guest List

Estimate the number of guests that will attend.

The number of guests will impact your budget and the location of your reception.

Type of Reception

Decide on the type of reception that you would like to have:

formal or informal

indoor or outdoor

large or small

themes

time of year (winter, spring, summer or fall)

afternoon or evening

Plan your ideal wedding without leaving anything out. Then, cut back on

the reception to realistically fit your budget and surroundings.

There are several possibilities to choose from. Just use your imagination:

A simple, but elegant champagne brunch or dessert buffet

A classy cocktail party with horsdoeuvres

A unique tropical or international theme

A social cocktail party with buffet or sit-down dinner

A formal black tie, sit-down dinner

When to hold the reception

Reception Day

Most weddings are planned for Saturday with the reception to follow. If

you are planning a Saturday wedding at a well know reception site and/or

in a popular month (April thru November) book your wedding and reception

site as soon as possible. A good rule of thumb is to book your wedding

and reception as far as 12 to 24 months in advance. To increase the

chance of having your wedding on the weekend you prefer consider a

Friday evening, Sunday or Saturday afternoon wedding and reception.

These days tend to be more available with a reception site, DJ, band, etc...

You may save money because some reception sites offer discounted wedding

packages. Some restaurants will close down exclusively for your reception.

If a Friday or Sunday wedding is something you are interested in, check with

the ceremony and reception site of your choice to see if this is possible.

Where to hold the reception

Use the experienced staff of a professional reception site to help you

plan an ideal reception. Your reception site depends upon the location,

number of guests, and budget. Choose a place that can best accommodate

the style of your wedding. Ask family/friends for recommendations of locations

they have enjoyed and what they liked and disliked most about the facility.

Locations to explore:

Bed and Breakfast / Private Home

Catering Halls

Church or Synagogue

Country Clubs

Historical Mansions

Private Home

Hotel Banquet Rooms

Outdoor or Garden Weddings

Private Dining Rooms In Restaurants

Wineries

Yachts

City Parks

Location Considerations

Wherever you decide to have your reception, review the following before

making your decision:

Restrictions:

What type of licenses, fees and restrictions there are (for example, decorations,

alcohol, caterers, music, etc...).

Space:

The facility should be large enough to comfortably hold and seat your guests.

Preparation Of Food/Beverage/Setup:

A number of things will happen on your wedding day and you do not want to

have to worry about the food, beverages and setup. Therefore, if your budget

can allow for a caterer it is highly recommended to leave it up to the professionals.

There is no need to add stress to your day.

Parking:

Make sure their is sufficient parking. If necessary, make

arrangements with neighbors.

Bad Weather:

If you are planning an outdoor wedding make other arrangements in case there is

bad weather (for example, to move inside of the private home or rent enclosed tents).

Restrooms:

Make sure there are adequate restroom facilities and supplies.

Wedding Packages

Call multiple locations for their complete wedding packages. Choices for the food

service usually include sit-down, buffet, or hors d'oeuvores. Beverage options may

include open bar, cash bar, pay by the drink (set your budget for this), bring your

own, beer and wine only, punch, coffee/tea and/or soda.

Schedule an Appointment:

Meet with the banquet or catering manager to review the wedding packages, look

at the facilities and discuss the wedding packages in detail. Find out exactly

what is included and what is not included in the packages (for example, hors

d'oeuvres, meals, desserts, beverages, bar, sales tax, service charges, gratuity, and

other fees that you should be aware of). Ask who will act as the master of ceremony

at your reception. This person would work through the reception details, be present

for the major events of your reception and ensure that everything happens at the

proper time (for example, announce the bridal party, dinner is served, toast and

blessing, cake cutting, garter toss, first dance, etc....). At some facilities the banquet

or catering manager also acts as the master of ceremonies. Before your wedding

give the banquet or catering manager a list of special events you would like to occur

throughout the evening so there will be no surprises. Also, provide him/her a list of

the names of the bridal party prior to the wedding so he/she can be prepared to

announce them properly.

Layout

Look at the facility and make sure it is not too big or small. Design a suitable layout

that will seat your guests comfortably. Allow room for a bar, head-table, parents table,

dance floor, music, sweets table, cake table, gifts table, hors d'oeuvres table, favors,

box for envelopes... etc. The layout should allow your guests to move freely around

the room to stimulate conversation (for example, the bar set-up normally is away from

buffet or food service area). Ask the banquet or catering manager to offer suggestions

for the layout of the room. He/she most likely will inform you of what has worked best

in the past with similar set-ups for that location.

Prior Visit

Schedule to visit the site during another wedding to see how the affair is handled.

Go to the site during the same time of day and month of your wedding to see what type

of lighting can be expected.

Contract

Review the contract thoroughly including the small print. Get everything in writing to

eliminate any misunderstandings. Some require a nonrefundable down payment to

secure the date. Write down the reception room and itemize all food, services, liquor,

rentals and their associated costs.