Hors d'Oeuvres, Deli Trays, and Sweet Tables
Ask for these menus if you'don't have them already. But you needn't fuss with details at this time. Your need for hors d'oeuvres can be determined when you know how much time your guests will be standing around during picture taking, receiving lines, etc. Deli trays and/or sweet tables are nice if you elect to keep the hall for extra hours.
Understanding Bar Options
To open or not to open, that is the question. Many bridal couples today feel it is necessary to provide at least one hour of open bar service for their guests. But the legal as well as the financial aspects are constraining. My suggestions are:
Understand the liability laws of your particular county and state. No banquet facility is going to accept complete responsibility for the actions of your guests. Everyone involved can be at fault — the facility, the bartender, the waitstaff, your family, and you. But don't shy away from it all in a panic. We are talking about a wedding, and not an annual gathering of the Raucous Revivers of Good OP Ancient Rome. Most people will act responsibly. You can rest assured that your banquet facility has taken the time to train their employees to properly and maturely guard against such mishaps. (In some states it's an insurance requirement!) It is in everyone's best interest to be careful.
There are different options when hosting an open bar. Obtain from the function facility, in writing or printed form, all of the possible ways you can host an open bar. In some states where it is legal, you can have a per-person per-hour rate. Keep in mind however, that this option tends to work more in favor of the banquet facility. Some hosts pay for beer and wine, leaving guests to pay for their own mixed drinks. You can open the bar for the first hour only or, if you feel your finances can go one step further, you can allow drinks to be served up to a certain budgeted dollar figure. This gives you complete control over what you spend on drinks for your guests. Following the hosted service, a cash bar should commence, allowing your guests the opportunity to purchase additional drinks, should they wish to do so.
If you are considering an open bar, a good question to ask is: "If a guest simply asks for a gin and tonic, will a house brand be poured, or a more expensive name brand?" The latter is a rather unfortunate gimmick used by some banquet facilities to generate more income. Whatever the answer, you may wish to insist that name brands be used only when requested.
In any case, a good guideline for estimating the cost of an open bar for the first hour of your reception is as follows:
Multiply the anticipated number of guests by 2.5, then multiply that figure by the average cost of a mixed drink. For example:
200 guests x 2.5 = 500 drinks 500-drinks @ $2.75 = $1,375.00
Now add all applicable taxes and gratuities, and you have a very safe estimate of what your bar costs would be for the opening hour of your reception.
To estimate the cost of an open bar for the entire evening, multiply your total number of guests by 6 and follow the same format as above. For example:
200 guests x 6 = 1,200 drinks 1,200 drinks @ $2.75 = $3,300.00
As before, add in the proper taxes and tips, and you have your total. Of course, not every guest at your wedding will consume six drinks. But once you've figured the most it could cost you, anything less would be a blessing. Remember that the most drinks will be consumed during the first hour of your reception. Be advised, a terrible amount of waste occurs. Guests will order drinks they normally would not. And in all the excitement of the cocktail hour, drinks are very often set down and forgotten, resulting in another quick trip to the bar. It's sad, but somewhat inevitable.
You may wonder if the bartenders are being honest. After all, they stand to make a pretty healthy tip for that one frantic hour of service. But let me assure you that hotel and restaurant managers are very particular about the people they employ. Any doubts still linger? Assign a favorite uncle or other worthy volunteer to stand by the bar during the hosted service. (Just remember that this person cannot be a key participant in your formal wedding pictures.) This guardian needn't act conspicuous — if anything needs to be reported, it should just be done as soon as possible.
General Beverage Information
Special Requests: Is your fiance a Bud man? Does the best man prefer some gin blended only in Tasmania? Ask your sales rep if such items are available or can be ordered. Keep in mind that some facilities are licensed only with certain distributors, and it may be impossible to obtain your special requests. In many states it is illegal to bring your own beverages into a public facility. Be sure to find out!
Beer: Ask for a listing of all brands available to your guests. Beer is very popular, and the wider the assortment, the more people you will please.
Liquor and liqueurs: If the banquet room does not have a bar already built in (and most don't), your bartender will be working with a portable bar. And with limited space, the bar may be supplied only with popular request items. With this in mind, should any of your guests prefer liqueurs (especially as an after-dinner drink), ask if these are available and can be stocked for your wedding.
One last note before we move on. Beware of package plans offering open bar service for your guests included in the overall price. The function facility is obviously protecting their own interests when pricing out such an option, often resulting in your having to pay two to four extra dollars per person for drinks that were never consumed!
The Music
If a band is offered in a package plan, ask the following questions:
1. What is the name of the band and how many hours are included in the package plan price? (You should be quoted a minimum of four hours with an average of forty minutes on and twenty minutes off per hour. The band will coordinate their breaks with your reception activities.)
2. How long has this band performed at weddings at this particular facility?
3. Are all members consistent? (i.e., is the lead singer always the same?) Does the band rent itself out in parts — for example, is there a horn section that is not included in the package plan price?
4. How many in the group actually sing? (Having both a male and female vocalist is a nice plus. This gives you more range in selecting your dance music.)
5. Is there a vidéocassette or audiocassette available for your consideration?
6. Who is the emcee? What is the sales rep's opinion of the emcee's presentation and personality?
7. What will be the band's attire?
8. Will they play prerecorded music during breaks?
9. Will they learn any specific music they don't already know, if given adequate time? (If the answer is yes, you will probably have to provide them with the sheet music for any special song you want performed at your wedding.)
10. Is there any place you can see this band perform live? Often these bands will work lounges and nightclubs outside the wedding season. It may even be possible for you to hear the band performing at the function facility. But in such a case, remember to dress nicely and remain outside of the banquet room.
11. What is their policy and fee for overtime?
12. What happens if a band member becomes ill, or has an emergency on your wedding day?
13. What is the dollar amount subtracted from the package plan should you elect not to use the band?
If a DJ is offered through the package plan, many of the same questions apply as for a band:
1. What is the name of the DJ and how many hours are included in the package plan price?
2. How long has this DJ emceed weddings at this particular facility?
3. Is the DJ always the same, or is it an agency that sends out different emcees?
4. Is there a vidéocassette for you to consider?
5. What is the sales rep's opinion of his or her presentation and personality? (If the DJs are being sent through an agency, perhaps your sales rep could check and see if a particular "favorite" might be available on your wedding date.)
6. What would be the DJ's attire? Does he or she bring an assistant? If so, what does the assistant wear?
7. Does the DJ play prerecorded music during breaks? (This may seem like a terribly foolish question, but ask anyway. There are still a few disc jockeys out there who work exclusively with turntables and 45s!)
8. Is there a place in which to see the DJ perform live? (You may be able to attend a performance at a wedding at the function facility. But remember to dress nicely and remain outside of the banquet room.)
9. What are the policy and fees for overtime?
10. What happens if the DJ becomes ill or has an emergency on your wedding day?
11. What is the dollar amount subtracted from the package plan should you elect not to use the DJ?
Non-Package Plan Music
Quite a few facilities have deleted music from their package plans, based on cost alone. So, if you don't know of a band or DJ that is especially good for weddings, your sales rep should be able to give you some positive suggestions. On the other hand, if you already have a band or DJ contracted to do your wedding, ask your sales rep if the band or DJ can check out the facility for acoustics, loading access, etc. This is also a good time to ask if the facility has any policies regarding bands or DJs that you hire on your own. For further assistance when you must locate your own band or DJ, please see the guide.
Feeding the Band and/or DJ
This is a special courtesy you should seriously consider if your budget allows. Of course, if you are paying an all-inclusive package plan price which includes the cost of the band or DJ, you should not be expected to pay the entire amount to feed them.
Ask your sales rep what the cost of each meal, without all the package plan "frills," would be with tax and gratuity added, or get a quote on sandwiches and soft drinks, or any other meal idea you or the sales rep may have for such a situation.
You needn't place the band members or DJ at a guest table unless you
are personally acquainted with them and wish to include them in the festivities. Most performers prefer to take their breaks away from the crowd, anyway. It allows them a few minutes of peace and quiet without being bombarded with song requests.
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