Boise Idaho Wedding Party Blog

Questions to Ask When Choosing a Reception Location

No two reception facilities are exactly alike.  They vary in size, formality, and services provided.  At some locations, you rent an empty room and you have to transform it into a beautiful site.  Other facilities provide nearly everything you need for your reception.  Most facilities fall somewhere in between.

Before visiting locations, first determine about how many guests you will invite to your wedding, whether you want everything to occur indoors, everything outdoors, or a combination of the two. The following questions will help you compare reception centers and be certain you are getting just what you need for your event.

• Which rooms are available and what is the maximum number of guests each room can accommodate? What is the configuration of the rooms?  Generally, a large square or rectangular open room is more useable than an L-shaped one or a room with pillars throughout.
• What is the rental fee and how many hours are included?
• What is the deposit? What is the cancellation policy if change your date or choose another facility? Is there an additional fee for security or cleaning?
• Is overtime use allowed, and if so, for how long and what is the charge?
• What is included in the room rental, such as tables, chairs, linens, china, glassware, and flatware?  Who does the set-up and clean-up, you or the facility?
• Are any additional fees charged, such as a fee to cut the wedding cake, for a dance floor, or to use a sound system?
• Are there certain days of the week or times of the day when the price is discounted?  Many facilities charge less on Sunday, which is usually the slowest day of the week.
• Can the site be used for both the ceremony and reception? If so, must both events occur in the same room or can two rooms or an outside area be used?
• Will other events be occurring in nearby rooms?  If so, will the sound carry from the other room? What about security?
• Will another event be booked in the room before or after yours?  If so, you may be limited on the amount of time you have to decorate and for the reception.
• Can you use your own caterer or is there an in-house caterer whose services must be used?
• Can you bring in your own wedding cake?  How about mints, nuts, and similar items.
• Are there restrictions on the type of music that can be played, the length of time it may be played, or the volume? How about music played outdoors?
• Are there restrictions on photography or videotaping?
• Are dressing rooms available for the bride, groom, and attendants?  Is there an additional charge to use them? Can they be locked when no one is around?
• Does the facility have an alcohol permit or a beer and wine permit? Are there restrictions on the type of alcohol that can be served? Do they provide a bartender, and if so, how is he/she paid?
• Are beer kegs allowed? Is there a corkage fee for wine or champagne?  What is the cost per drink? Can you choose the beer and wine to be served?
• Can you provide your own alcohol?
• If you are doing your own catering, is an adequate kitchen available? What dishes/pots/pans/cutlery are available for your use?  How about coffee pots and punch bowls?  Is there an ice machine, and if so, is there a charge for ice?
• Is a dance floor available? If so, is there an additional charge to use it?
• Are plenty of electrical outlets available?  This is particularly important at outdoor locations.
• Do they provide a microphone, a cordless mic, or a lapel mic for toasts and announcements or do you need to rent them? If you hire a DJ, he/she will have them.
• If the reception will be held outside, is there adequate lighting, if needed?
• When is the lawn mowed and watered?  Will it be too wet or muddy?  Freshly mowed grass can stain the wedding gown and people’s shoes.  What about sprinkler systems?
• If the event will be held outdoors, ask about bugs. Are they a problem? What kind are they – bees, flies, gnats? What will be done to reduce or eliminate the problem?
• Are adequate restroom facilities available or must your guests use porta-potties? Are handicapped restrooms available?
• Is liability insurance, including liquor liability, included in the rental fee or must you, the renter, provide your own policy?
• Is there a coat rack available for winter events? Is it located in a secure area?  Can a coat rack be placed inside the room you are renting, not in a hall or common area?
• Is adequate on-site parking available? Is there a charge for it?
• If the reception will be held outdoors, can the area be tented in case of bad weather, including heat in summer? Can stakes be driven into the ground?
• If an outdoor location is chosen, is an alternate location available in the event of bad weather, including heat in the summer?
• If the reception will be held at a private home or facility, do neighbors, police, or security companies need to be notified?
• If the site is associated with a private home, do they have a conditional use permit to operate the facility?  (If they are operating without one, they could be out of business before your wedding.)
• Is a cleaning deposit charged?  If so, what services are taken from it, such as a dishwashing fee?  Is any portion of it refundable, and if so, how soon after the event will it be returned?
• Who will clean up?  Will the facility’s employees do it, or must you do your own cleaning?
• Are there restrictions on the type of decorations that can be used and how they can be hung or attached?  Many facilities do not allow tape, staples, wire, or tacks.
• Are candles allowed?  If so, must the flame be covered with glass or is an open flame allowed?
• What other restrictions do I need to know about?

These questions should help you to make an informed decision as you compare reception locations.  You will probably think of other questions as well. By preparing ahead before visiting facilities, you can reduce the number of places you visit to only those that best fit your needs.

Glenna Tooman

Memory Makers Event Planning

376-5110

Copyright © 2002, Glenna Tooman, Memory Makers Event Planning, LLC; all rights reserved