Wedding Reception Venues
I assume you have already contacted a number of venues that answered the three first critical questions (those are listed on the first page, linked above) positively.
Now then, it's time to start narrowing the list of reception venues.
Here are the questions you'll want to ask yourself and them before making your final decision.
Here are questions that I think are critical to ask to help you determine the best reception venue. Believe me, after you've seen and talked to three or four reception venues, it's easy to forget who said what. So do yourself a favour and write the answers down. Give the list to the Planner for safekeeping.
The Questions
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Did we have a good feeling about the people with whom we were dealing when touring this venue and talking about arrangements? Were they helpful, accepting of ideas we had, patient and full of information? If they didn't have all the information we asked for, did they offer to find out for us and did they get back to us with the information quickly?
Is the marriage ceremony venue relatively close in distance to the reception venue, so your guests' driving time is cut down as much as possible?
What are all the costs to use this reception venue, and what do these costs include? BE SPECIFIC!
What are the bar arrangements and costs at this venue? For example, can we provide our own wine with dinner and do I need to buy a permit to do so? Is there an extra corkage fee? Are trained bartenders provided at no cost? Can we choose to have an open bar or a cash bar?
If catering is included at this venue, is it possible to have a sample meal? Exactly what food is included? If not included, what is the cost for hors d'oeuvres, punch, midnight buffets, sweet tables, cake cutting costs, late night coffee...?
If food is not included, can the people at this venue recommend any caterers? (Again, get references and sample meals.) Warning: some venues will present you with an extra charge if you don't use their own caterers.
Is there a picturesque place there or nearby for taking photographs?
Is there sufficient, well-lit parking available for the number of guests who will be attending? Are parking attendants required? Is the parking free? (If not, and if you are not willing or able to absorb the cost yourselves, your invitations should inform your guests that there is a parking fee and how much it is.)
If we choose to do so, is it possible to have the ceremony there as well?
Is there an adequate dance floor? Adequate space and facilities for a band or DJ? Adequate space for a gift table, cake table, guest book, seating plan, or any displays we want to set up?
Can we see the venue set up for a wedding? If not, are there pictures available of the venue set up for a wedding? Is everything we see included?
Is there anything extra that we need to rent? (chairs, dishes, glasses, tablecloths, tents...)
How easy is it to make changes to what the venue is offering, so our own desires and tastes can be accommodated?
Is the venue scheduled for any renovations during the time of the wedding? If so, how will it impact our reception?
Are there any decorations at the venue that we can utilize? (For example, mini lights on indoor plants, pedestals, vases for flowers, centerpieces, candleholders, archways...)
What time during the wedding day is the venue available for people to arrive? What time do we need to be vacating the venue? Is there an extra charge for extra hours needed?
Will there be sufficient staff available to answer our questions and to deal with requests and emergencies on the day of the wedding?
Will we be able to access the venue the day before to set up decorations, etc.? Will we be able to access the venue the day after the wedding day to take decorations, etc. down?
Is there a safe, locked place at this venue to hold wedding gifts, and cards which may contain gifts of money?
Is there a microphone and podium / lectern / table available for those giving speeches?
Are the washroom facilities adequate in number, close to the banquet hall and clean? (If they're not clean the day you visit, chances are, they're not going to be the day of the wedding either!) Will staff be available to check on the washrooms several times to replace tissue, paper towels and insure that all is working properly? It's not unusual for supplies in washrooms to be consumed before the evening is over. Make sure that the reception venue keeps facilities stocked and clean all during the evening.
Are there any rules that the venue has about anything we should know about - smoking on the premises; no lit candles; no drink glasses outside the building; no parking after a certain time; venue must be cleaned by you on the same night...?
For guests with challenges, are the facilities at this venue accessible to all?
Will there be another wedding or other function booked here on the same day we wish to hold our reception? If so, will the other function impinge on our privacy in any way? (Think about 2 parties sharing common lobby areas, parking availability, sound of two bands or DJ's in close proximity, use of washroom facilities...)
If this is an outdoor venue, what happens in case of inclement weather?
Are there any permits that we are required to purchase in order to have our reception at this venue or any inspections that need to be done? (This is mostly for receptions planned in parks, family cottages or backyards, private gardens.)
Does the venue have any references that you can check out?
How much money is required for deposit, and what happens to that deposit in the event the wedding needs to be postponed?
There!
Now you are now armed with some suggestions and a list of questions to ask the people in charge - and the tools you'll need to make an informed decision. Here is a downloadable list of the questions.
Once you've done the legwork, it's just a matter of prioritizing what's important to you and your guests, and making a decision. Good luck!
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