Photography and Videography
If the facility offers a package plan photographer, they will most likely have a sample album for you to look through. As you browse through the pictures, don't just pay attention to the bride's gown or how funny the ushers look. Study the quality — particularly that of the special effects photos.
Then, make sure you know exactly what is included and what the "extras" will cost you! Now here's the unfortunate truth about many a package plan photography studio: They've offered the function facility a very attractive price to handle all their weddings, and for this "very attractive price," you may be offered only as few as two dozen color candids and an engagement portrait. However, that photographer is going to take roughly 300 pictures during the course of your wedding day. Are you going to settle for just 24 of these portraits? Of course not! And just wait until you hear the price of each additional picture you order! Ouch! Who made the best bargain here? Unfortunately, not you.
At this point, listen to what your banquet sales rep has to say about the package plan photographer. And be sure to get the answers to the following questions:
1. How long has this company been in business?
2. Roughly how many weddings has this particular individual or studio photographed for this function facility?
3. How many photographers and assistants are included in the package plan price?
4. What will their attire be?
5. How many cameras will they bring?
6. Will the photographer be at your home, the church or chapel, and the full length of your reception? (Note: If you elect to keep the hall for extra hours, you will need to contract the photographer for additional time if you really want him or her there. Many brides, however, find the costs prohibitive, and plan their final necessary pictures before the photographer leaves.)
7. Approximately how many pictures will be taken?
8. Does the function facility have a price sheet for additional pictures? If not, make sure you have the studio's phone number before you leave. You will definitely need this information before making your final decision!
9. Can you keep or purchase the proofs?
10. Who owns the negatives?
11. If the photographer is an individual not working for a studio, what happens if the photographer becomes ill or has an emergency on your wedding day?
12. What is the dollar amount subtracted from the package plan should you elect not to use the photographer?
Once you have gathered all the pertinent information regarding the package plan photographer, make a few phone calls to other studios in order to compare services and prices. Be a smart consumer. After all, it's your money!
Now, if a videographer is also included in the plan (presumably from the same studio as the photographer), many of the same questions still apply. But in addition, you will want to know:
1. What kind of camera and film will be used? Will the camera be equipped for low lighting? Will the film used provide a quality videotape when edited?
2. Can you work with the videographer in order to edit in some personal footage, such as pictures of you and your fiance as children, your parents, and perhaps some taped footage from your engagement party and/or bridal shower? What would be the hourly rate for this service?
3. Can you keep the raw footage after it is edited?
Once again, it is a nice gesture to feed the photographer and/or videographer. They have been with you on your wedding day since an hour or so before your ceremony. Should you select to use the package plan photographer, obtain the price of your meal alone without all the package plan frills added in, or get quotes for sandwiches and soft drinks.
Should you need assistance in finding your own photographer or videographer, please see the guide.
The Limo
If a limousine is included in the package plan, be sure to ask the following:
1. What make, year, and color will the limo be?
2. Is it possible to arrange for a different model (such as a Packard) or a different color? Typically any upgrade would involve an additional fee, so ask!
3. How will the driver be dressed?
4. Does the individual or company offer discounts for additional vehicle rentals?
5. Is there a television in the limo? Just about every groom has asked me this question. It appears that many a wedding takes place during some "must see or die" sporting event, and these grooms think they'll catch a few minutes of it on the way to the reception. But don't worry. When that moment comes, he'll only have eyes for you!
6. Is champagne included? If not, and you'd like some, can this be arranged through the banquet facility or through the limousine company?
7. If the driver is not affiliated with a company that employs numerous drivers, what happens if the he or she becomes ill or has an emergency on your wedding day?
8. What is the dollar amount subtracted from the package plan if the limo is not taken?
If there is not a limousine included in your package plan, ask your sales rep for suggestions on reputable companies. There are also some other interesting modes of transportation available.
The Wedding Cake
If the cake is included in the package plan, your sales rep should have some pictures to show you. These sample pictures should display the various styles available with cake tops shown separately. You don't have to worry about how much cake you will need. The function facility will order it based on your final guest count. Some questions to ask include:
1. Is the top tier real cake, or merely decorative?'
2. Can you order something other than white or vanilla cake? In most cases there would be an additional fee.
3. How much in advance of the wedding day will this cake be baked?
4. Is a credit available on the cake top should you wish to provide your own? This is an area in which you can be creative!
5. What happens if — God forbid — the bakery or the facility drops your cake during delivery or setup?
6. What is the dollar amount that will be subtracted if the cake is not selected from the package plan?
If the facility in question does not offer a wedding cake in its package plan, a guide to ordering your own appears later.
Centerpieces
Most, if not all, function facilities offer guest table centerpieces in their package plans. They can range from a single rose in a bud vase to a spray of color-coordinated carnations to an elaborate bowl of floating orchids.
Often it is best to wait until you have investigated florists for your complete bridal needs before accepting the centerpieces provided in the plan. There are so many creative options these days, and the table arrangements at your wedding can be one of your very own signature pieces.
In the meantime, ask your sales rep the following questions:
1. Do you have a choice of centerpieces included in the package plan price? (For example, if the plan includes a spray of carnations, could you have a single rose in a bud vase instead?)
2. What florist provides these centerpieces? (Get a contact name and phone number.)
3. Can you get a credit if you choose not to use the centerpieces, or put that allowance towards an upgrade?
4. Are candles allowed on the guest tables? This question will be answered by the fire and safety laws governing your particular county or state. In most areas, candles are permitted only when completely shielded by hurricane glass. And even then, you may have to hire a fire marshal to watch over the proceedings.
The Wedding Toast
Many plans offer a Chablis, rose, or Burgundy toast with a small fee for an upgrade to champagne. With others, the toast is listed as being champagne. The truth is that in either case, the quality is not exactly what you might call "top shelf." According to your personal taste and budget, you may wish to serve a simple wine toast — especially when you can get a credit of 50t-$ 1.50 per person for not serving champagne. You can always provide the head table and parents' tables with champagne, if you wish. No one else in the room is going to notice, or even care for that matter.
In any event, it is beneficial to ask if the waitstaff would visit your guest tables at the appropriate time and offer a ginger ale or juice toast instead. This is a thoughtful gesture for children and pregnant women. And there are always those who cannot or will not drink alcohol.
Your sales rep should have samples of all the .available linen colors for you to look at. But buyer beware! Most colored linens, especially reds and greens, fade after just a few launderings.
This has always been an area of great concern for brides, and particularly for the banquet facilities who are renting these linens. At the hotel where I worked, we ordered three times what we needed in order to cull the best of each shade.
You will want fresh, crisp, matching, colorful linen. Speak frankly with your sales rep on this issue. You may find that going with starched white linen is your best bet. Never take on the task of providing your own linen unless you are personally acquainted with someone in the business. Tablecloth and napkin rentals can be very steep. And you, or someone you assign, must be responsible for making sure that every last piece of linen is accounted for and properly returned to the supplier.
Whatever the case, ask how the napkins are to be folded. Often the head table is decorated in a fleur-de-lis pattern, while the guest table napkins are fan-folded. This total effect is very nice. You will also want to know if the head table will be skirted, as well as the buffet table, should you elect to have one.
Reception Coordinator or Maitre d'
By this point in your interview, you may find your banquet sales representative to be a most delightful person. He or she is listening to everything you say, and seems to share all your hopes and concerns. You just might be wishing that he or she will be acting as your reception host or hostess on your wedding day.
The plain truth is, especially in large hotels and banquet facilities, these sales reps are required to work very long hours behind a desk. They come in well before nine, and are expected to stay late in order to accommodate appointments such as yours. In other words, the management has specific jobs for specific people, and acting as your personal assistant on some given Saturday or Sunday is not always a part of the plan.
Yes, I personally acted as hostess at the wedding receptions I booked. But that was my choice. Please try not to be upset if the sales rep you are becoming attached to cannot do the same. You will most likely find . that the reception coordinator assisting you on your wedding day will be equally as wonderful. In some establishments, the Maitre d' doubles as your bridal party host. This person has often had years of experience with the facility and, more importantly, with very special occasions such as yours. Maitre d's are chosen for their professional as well as their personal manner. And because they are in charge of the serving staff, you can rest assured that your guests will be treated as royally as you are.
Other facilities hire someone specifically to act as your reception coordinator. This person has no other duty than to attend to your needs and desires.
In any case, ask if there might be a convenient time in which you can meet your reception host or hostess. It is a common request, and you will feel better for it.
Safe-Deposit Boxes
Ask if there is a safe in which you can secure your money envelopes during the reception. Individually assigned lock boxes are the best. I do not recommend sharing a "common use" safe, which is one into which all the hotel guests have deposited their valuables. Unlike the other guests, you will not have complete knowledge of what you are depositing unless you open each and every envelope and count the funds.
Wedding Night Accommodations (Hotels Only)
A complimentary room for the bride and groom is often provided in hotel-based package plans. No, it is not always the bridal suite or any one of the other top-notch accommodations, for that matter. But even if you do plan on staying elsewhere, this room will come in handy as a changing room, or even just a place where you can quietly freshen up during the course of your reception.
If you are dealing with a hotel facility, this would be a good time to ask about overnight accommodations for your guests. Many hotels offer affordable discounts for wedding guests, particularly on weekends — and you can include this information with your invitations. Just remember to find out if your wedding date coincides with a special event going on in or around town. This may mean that hotel reservations will not be available if you or your guests wait too long.
A guide to securing a block of rooms appears later.
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