Questions to ask about ceremony/reception site?

[peonygirl]

My DF and I are visiting sites in March, and I'm trying to think of a list of questions to ask. Here's what I've got so far:

how much is the ceremony site? does the reception site include a room fee?

prices per person and what that includes; is there a minimum fee?

for how long can we have the room? can this be extended?

where will the cocktail hour be held?

will there be other weddings going on at the same time?

can i do a food-tasting before the event?

if we do a buffet can we have plated salads?

can we bring any of our own food or alcohol onto the site?

if we have wedding favors do we need to distribute those ourselves?

what about extra fees (i.e. cake cutting)?

what accomodations can you make in case of rain?


Thanks so much for your suggestions!

 

[monarch64]

Is there a "bridal" room available?

Where would the DJ/band/musicians be located?

How early do other vendors need to arrive, or will you allow to arrive?

Parking?

How many does the room in question accomodate?

That''s all I can think of at the moment, you''ve got a pretty extensive list so far, though!

 

[Tacori E-ring]

I asked if we can have open flames and also rose petals (since we are getting married on a golf course and I thought maybe they would be picky about their grass

)

 

[monarch64]

I forgot one: table linens/dinnerware/serveware, etc. Do they have color options, and if so, are they an additional charge to use?

Tacori, I had also forgotten the two you mentioned!

Oh, you might as also to see their room setup "blueprints" if you get past the first round of questions and still like the place...i.e., where would the head table be, etc. Helps you to envision where you will be in relation to everyone else.

 

[Rebemdee]

Look at the restrooms; if you are having elderly or disabled guests are the restrooms adequate? Is there a handicap stall you can fit in with your dress? I know, it''s nit picky, but it is an important detail if you need to pee during your reception!

Does the facility have liability insurance if somebody falls down and breaks his or her neck? Workers comp insurance?

What is the corkage fee if you bring your own booze? Is it per person or bottle? Does it apply to adults and children?

Is there a childrens menu with different pricing? What is their attitude towards kids, if you are going to have them at your reception? One place we looked, a private garden, said "Oh, I like children, but please don''t let them touch any of the flowers or run around." Ummm...okay. We picked somewhere else that said they provided games and toys for kids during the reception.

What''s the worst thing that ever happened at a reception and how did they handle it?

Can they get you discounts at businesses they work with, like the baker or florist?

Do they charge tax on the reception hall (which should not be taxable), or just on the food? I still need to ask my caterer about this and make sure we aren''t being charged any tax on the facility.

Those are just some of the few I remember asking.

 

[jcrow]

i don't know if by open flames you meant this or not, but it reminded me of this question to ask. if you can have candles. if so, do they need to be in a candle holder.

make sure that the dinnerware is not plastic (unless that's what you want)

you can ask if they send a food package home for the bride and groom.

you can also ask for references from others who have held events at the venue.

are you looking to have the recption outside or in? if outside, there are a whole other set of questions to ask...

 

[JKohio]

- Who handles the decorating? Will the staff put up your decorations for you? Are any basic decorations included (ie: tulle/lights at head table, lighted ficus trees in corners, etc.)

- Who provides the bartenders? Some halls allow you to use their servers, while others require you to provide your own.

- Are you required to hire an off-duty police officer or other security personnel if serving alcohol? Does the hall give you the names of people to call? (We had to have one & paid $125 for him for the evening.)

 

[Shiny42805]

oh HONEY, I have a 4 page list! hahaha

Here ya go!



Hall:


Date Visited:


Contact:


Phone #:


Address:


Dates Available:


Capacity:


Minimum for room:


Table Size (number):


Table shape:


Maximum Number of Tables for room:


Dimensions of Dance Floor:


Dimensions of Room:


Separate Cocktail Room:



How early can bridal party arrive?


When can vendors arrive to set up?


Bridal Suite size & location:


Number of Concurrent Events:


If more than one event: separate bathroom facilities?


Liquor – top shelf? (Names?)


Is Champagne included throughout the reception?


Are candles allowed?


In-house Wedding Planner?


Photography/Florist – recommendations?


Can we use others vendors?


Any fee for outside vendors?


Insurance requirements for vendors?


Does hall need proof of insurance?


Wedding Cake included?


Any limitations on flavors/fillings?


Cake cutting charge for outside cakes? If so ask that it be reduced or eliminated


Number of Entrée Options:


Can we have a tasting?


When is final menu picked?


Any decorations included?


Do we get a credit if not using centerpieces? How much?


Linen colors:


Ratio of Guests/Servers:


Bridal attendant included?


Number of Bars and Bartenders:


Coat Room and Rest Room Attendants?


Is cost included?


Valet – included or additional?


Overtime charges:


Price per person:


How much are vendor meals?


Are kids half price?


What ages?


Any limit on number of half price kids?


Vendors included in minimum?


Are kids included in minimum?


Gratuity/service charge – is it a set fee? Is it distributed amongst all of the workers?


grat/Service charge % (number):


Is grat/service charge taxed:


Hotel recommendations:


Church recommendations:


Direction cards provided? (Get a copy for file)


Deposit amount:


Method of payment:


Payment schedule and is a courtesy reminder sent?


Any tasting events or showcases before we book?


Can we see photos of hall in different seasons (get copies for file)


Timing for final head count:


Can we upgrade if under minimum (no wasted dinners) i.e., cordials or upgrade entrees?


Cancellation and refund policy:


Smoking area?


Any renovations planned?


What/When?


Expected completion date?



WEATHER QUESTIONS (if it will be Winter!):

Plowing?

Cancellation policy due to extreme weather?



***Do not forget to check out the bathrooms:
***Take digital pics of the rooms and grounds for file.

Notes: