Finding A Reception Hall That Fits the Bill

As you've probably seen by now, there are as many ways to get married as there are brides and grooms. And when it comes to celebrating that union, you'll find that there are even more options.

Whether you're planning a gala event for 300 people or an afternoon gathering for 25, the list of options is endless. But the most important part of having a great wedding reception is choosing the right location.

The key to finding the right reception hall is time and flexibility. If you don't have one, you'll need plenty of the other! Since many of the most popular sites are booked even two years in advance, many brides reserve their reception hall even before their church.

The most popular wedding months are May through October. If you plan to marry during these peak times, you'll need to keep an open mind about the date and the time of day, since your first choice may have already been taken.

Consider a Friday evening, Saturday afternoon, or Sunday instead of the usual Saturday evening reception.

Friday evening receptions are becoming more popular, and they can be as successful as those held on Saturday if you take the time to plan ahead. You may have to send out the invitations a little earlier, but the important people in your lives will set aside the time to spend with you. Friday receptions also give you all of Saturday to relax with out-of-town guests and to pack for your honeymoon. Since they're not as busy, caterers may be a little more flexible with price or require lower attendance minimums for a Friday reception.

If you opt for an off-season month, such as January, February, or March, you'll not only have more choices about times, you may get a discounted rate as well as the ideal time. Besides, what better time to go someplace warm on your honeymoon?

Before you begin looking for the ideal reception site, you should have some idea of what type of reception you want to have. For example, if you're planning a small reception with only cake and punch, you'll be looking for something quite different than a bride planning a sit-down dinner with dancing.

Try to think about any special requests you may have before you begin touring halls. For example, many brides are requesting a non-smoking reception. If this is of interest to you, be sure to make your preferences known to the staff at the hall. Ask if there is a separate place for people who do want to smoke.

One of your first considerations should be the location of the halls you are considering. Most brides like to keep their ceremony and reception sites fairly close, so that their guests don't have to spend a lot of time driving.

There are many important things to keep in mind when you shop for a hall. First and foremost, don't compare prices over the phone.

Calling around for prices tells you nothing about what you're getting. What sounds like the best price over the phone could turn out to be an over-priced hole in the wall.

Instead of focusing on the price, you need to consider the value of what you're getting from the hall. One hall may seem to have higher price per meal, but it may include all sorts of things that a lower-priced hall does not. For example, be sure to find out whether the price includes table linens (there may be an extra charge for colored tablecloths or napkins), glass barware (some facilities use plastic cups to save money), china, table centerpieces, etc.

Whether or not you're getting a good value depends largely on what is important to you. Think about such things as decor, landscaping, whether you prefer glass dishes and barware to paper products, whether you want colored table linens, etc. before you begin to visit sites.

Take the time to actually visit the site and look around, because the price includes so much more than just food.

Check out the bathrooms for cleanliness. Is the parking lot in good shape, and is it big enough? Were you comfortable with the staff and management of the site? See how your waiters and waitresses will be dressed, and ask if there is a coat room or valet service offered.

Many brides feel that visiting a reception site once is enough, but in reality, you should visit each site at least twice. Even if you have a photographic memory, time will begin to blur your ability to distinguish between possible sites. Therefore, visit each possible site once to narrow your choices down to two or three. Then, go back and visit each one again as if it were your first time there. You will amazed at how much better or worse a reception site will appear to you the second time through.

Even if you're sure it's the hall you want, you should still take the time to look around on two different occasions. This will provide you with a sense of security that everything you fell in love with on your first visit is really as beautiful as you remember.

Have a general idea of what's important to you when you visit the hall. Consider whether you want glass dishes and barware or if some paper products will be okay. Also think about how the grounds look. If it's a nice day, will your guests be able to enjoy a landscaped environment, or will they be taking a walk in a parking lot?

Many couples are also interested in having available an attractive place to take pictures in case of inclement weather on their wedding day. Ask if the hall has a formal foyer for indoor photos, as well as landscaped grounds or a nearby park.

If your reception will be during the summer, investigate the air conditioning and find out what happens if it breaks down. Be sure to ask about security and whether there is an extra charge for it.

Ask if the office is staffed during the reception in case there are any problems. It's important to have someone available to take care of your very request, even if it's as small as a change in the room temperature or finding a guest to take a phone call.

You should also look at what other events are scheduled for that day and how much time is allowed between bookings. If your guests are having a good time, you don't want them pushed out the door because another party has been scheduled right after yours. There should be, at the very least, an hour between bookings.

If the room is partitioned, find out what sort of group will be next door. The noise of their party may be an intrusion on your reception.

If you plan on bringing in some decorations, find out what limitations there may be, and when you or your supplier can come in to set up. How soon after the reception must the decorations be taken down?

Is there a lot of empty time between your ceremony and the reception? Often the wedding is in the morning or early afternoon, but the reception doesn't start until the evening, and the guests are left for hours with nothing to do. The reception hall may be able to provide a separate room stocked with snacks and beverages where guests can mingle until the actual reception begins.

In planning the menu, most couples like to give their guests a choice of foods. For a while the trend was toward healthier entrees, but many couples are moving back to beef.

Many couples are looking for a different way to present the food as well. Food stations, which can accommodate anything from hors d'oeuvres to a full meal, are being seen at more and more weddings. Each station will be placed in a different part of the room and will carry a particular theme. For example, you can have a carving station, a pasta table, a seafood station, etc.

Food stations can be a good way to get conversations started among people who don't know each other, since they allow people to mingle more freely than they would if they were to just sit down and wait to be served.

Family-style dinners are also becoming very popular. When serving family-style, the servers will bring out large platters of food that are then passed around the table. The food is served in courses, so it tends to make the meal more leisurely and relaxed.

Of course, the traditional buffet or sit-down dinner is still very popular among brides.

If you're planning a buffet, the most important question to ask when you're discussing the menu is whether you will be charged per person or by the plate. A "per plate" charge means that you will pay each time a person is served. If you have some heavy eaters in your family, you could end up paying three times for the same person's meal. Also find out if the serving portions on a buffet are fixed, or if you can have as much of an item as you want.

You'll want to taste the food as well, so find out what provisions are made for this. There may be a charge, but consider it well worthwhile. Nothing will ruin a reception like bad food!

You also need to put some thought into what your guests will drink. Decide in advance how much you want to spend on liquor, and have an idea of what's most important to you. Will you have a lot of people who will want mixed drinks, or will it be a younger crowd who will prefer beer and wine? Also, look at your guest list and figure out how many drinkers you are inviting, versus how many non-drinkers. If a majority of your guests don't drink, you can shift money away from the bar and into an area your guests will be more focused on, like the food.

If you do opt for liquor, will you use name brands or house brands? Some couples choose to save some money by offering only beer and wine instead of the more costly mixed drinks. Will you provide champagne for the entire reception, or only during the toast?

If you choose to have a full bar, try to be charged by the drink (or by consumption) rather than by the bottle. In this case, you are charged only for the liquor you use, rather than for the whole bottle, whether it's used or not.

Be sure to arrange for bar service that lasts as long as the reception itself (the average wedding reception lasts between 5.5 to 6 hours). You can save some money by requesting that the bar stop serving alcohol at a particular time, but you should make provisions for some sort of beverages to be supplied until the reception is over. Also find out how many bartenders will be on duty, whether there are any corkage fees, and whether the facility has liquor liability insurance as well as food insurance.

Find out how many bartenders will be on duty, and

if you can be charged by consumption rather than by the bottle. If you're charged per bottle you pay for the entire bottle whether it's all used or not, whereas with consumption charges you are charged only for what you use.

If you are charged by the bottle, ask if you will receive credit for partial bottles. When you get to the reception, you should also politely ask the bartender to keep the empty bottles. Then you won't find yourself asking later, "Gee, did we really drink that much?"

Make sure the hall you're looking at is the right size for your reception. Don't book a hall that is too big. The hall shouldn't be overcrowded, of course, but if people are closer together there will be a more festive air.

Most couples choose to have a cake table and a gift table. These require more preparation than you might at first think. Don't place them in a dark or remote corner where no one will notice them. This is especially true for the gift table. Believe it or not, there really are people who steal gifts from receptions, and it's pretty easy to do if the gift table is right by the door. After all the guests have arrived, ask the person overseeing the reception to lock the card box in an office until the reception is over. That way you don't have to worry about it.

Ask what provisions are available for your musicians. Make sure there is enough room and power for equipment and instruments. Is there any type of a bandstand or stage?

Check out the table linens as well. Look at the types of table skirting offered for the bridal table, cake tables, and so on. Are colored tablecloths or napkins available, and is there an extra charge for them? Also ask whether napkins for the cake are provided.

Some reception halls include a wedding cake in their package. Inquire as to whether you have to buy their cake, or if you can bring in your own. If they provide the cake be sure to get a sample, and find out how flexible they are on how the cake is decorated. Do you have one choice or fifty? Also determine whether there is any extra charge for cutting, serving, and boxing up the leftover cake.

Take some time to meet with the staff. It is most important to have confidence and faith in the people you will be working with to plan your reception. A couple should feel that the reception site is going to take care of things for them and that they are in good hands.

Your deposit is a subject of serious concern. If you're planning your wedding a year or more in advance, you need to be sure that the site will still be in business by then. The best way to ensure this is to work with a reception facility who has been in business for some time. Even so, it is important that you ask about such things as deposit requirements, the hall's policy regarding refunds, what happens if the business changes owners or closes.

Also find out exactly when the balance is due, and if the price includes taxes and gratuities.

Make certain that your agreement with the reception site is put into a legal contract. A contract is an absolute necessity to protect yourself and the hall, and guarantee that your reception will go as scheduled. As such, be sure that you understand all of the provisions contained within the contract. If there is anything you don't understand or are confused about ask to have it explained, and don't sign anything until you are satisfied that you understand.

Don't be afraid to ask lots of questions. That's the reason you went to visit the hall. If the staff isn't interested in answering your questions, chances are they won't be interested in helping you have the wedding reception you want. The better informed you are, the more comfortable you'll feel with your choice.