Wedding Reception Booking Information

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This checklist will help you in making arrangements to book your wedding reception. Best wishes!

Questions to ask when visiting a potential reception site: 

  • What is the rental fee? What exactly does it include?
  • What is the maximum attendance the room or area can handle – for a seated dinner, buffet, or hors d’oeuvre reception?
  • Is the reception site to be shared with another wedding group? How are the facilities divided? How is privacy ensured?
  • For how many hours does the rental fee reserve the space? Are there charges for overtime? When do they begin?
  • Are there any restrictions on when the site is available? Any price discounts for certain time periods, days of the week?
  • Do you have a piano, other musical instruments on the premises? Is there any charge for use?
  • Are there any regulations concerning the type of music; number of musicians; duration of the music?
  • Are there regulations on decorations, flowers, photography?
  • Do you have air conditioning (for warm weather weddings)? Adequate heating (for winter and early spring nuptials)?
  • Do you have an in-house caterer or preferred list of caterers? Can I bring in the caterer of my choice? What are your liquor requirements?
  • Do you have any liability insurance in the event a guest is injured?
  • Do you have enclosed, adequate kitchen facilities? (Caterers may add surcharges for appliances – a stove, refrigerator, etc.)
  • Can the site be used for the ceremony?
  • Is there a dance floor? Is dancing allowed? Where?
  • Are there any additional charges for required services (i.e. security guards, parking attendants, doormen, lawn workers, etc.)?
  • Can you confirm the reservation in a letter that will outline all the details, including the room assignment?
  • What are the deposit and refund requirements?
  • Is there adequate parking for my guests? Will they be charged? Can these charges be waived?
  • Are there rooms available where we can change into wedding attire, going-away clothes?
  • Do you have a microphone?
  • Can we review staging, lighting, audio and video needs?
  • Is there a comfortable area for guests to await our arrival from the ceremony site? Can hors d’oeuvres and drinks be served there?
  • Where is the best place to set up the receiving line?
  • What is the name of the banquet manager? Will he or she be on hand that day? If not, who will be in charge?
  • Is a security deposit required? How much is it? When can I expect a refund?
  • Do you provide tables? What kind – round, oblong, and how many to a table? Chairs?
  • Do you have a floor plan available for sketching the reception layout? Where will the cake table, gift table, bride’s table be located?
  • Are table covers/skirts available? Colors available?
  • What are the colors of the facility?

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