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Questions to Ask When Booking Your Wedding Reception
By Susan M. Keenan ©2006
Once you have narrowed your choices for wedding reception
locations down to the perfect one, it is necessary to find out the answers to
many questions before the big day arrives. This avoids any unexpected
surprises- pleasant or not.
Examples of the kind of information that you should acquire
in the beginning stages of the planning are included below. Separate
categories are simply set up simply for guidelines and to make your questioning
and note taking less complicated.
The Basics
Name of the reception place for your records
Address of the reception place for your records
Name of the contact individual for your reception
Telephone number of the contact individual
Best time to reach the contact individual
What dates are available?
What times are available?
What is the minimum number of guests that must be booked?
What is the maximum number of guests that must be booked?
What is the fee per guest or total rental cost?
Pricing
What pricing is available for a sit down luncheon?
What pricing is available for a buffet luncheon?
What pricing is available for a sit down dinner?
What pricing is available for a buffet dinner?
What pricing is available for alcohol services?
What is the fee for cutting the cake?
What gratuities are expected?
Are there any additional fees?
Food and Beverages
Is it possible to use an out of house caterer?
If an out of house caterer is used, are kitchen facilities
available?
What is the name and address of the in house caterer?
If an in house caterer is used, what is the contact
information (name and telephone number) for the person in charge of the
planning?
Can substitutions be made on the menu?
Is there a separate fee for the cake, and if so, what is
your pricing range?
Are there any restrictions on serving alcohol?
Do you have a current license to serve alcohol at this
location?
Parking
Are specific parking spaces reserved for the wedding
party?
How many parking spaces are available for the wedding
reception?
Will a valet be on duty for the wedding reception?
Is there an additional cost for parking services?
Entertainment
Is there a dance floor?
Are there in house bands?
Is it possible to use an out of house band?
Are the band and dance floor included in the quoted fee?
Are there any restrictions on the type of music that can
be played?
Other
How many servers to guests are there?
How much time will be set aside for the reception?
Are rice tossing, rose petal tossing, and similar
practices allowed?
What type of table and room decorations will be available?
Can additional decorations be set up?
Are rooms available for changing?
What type of rest room facilities will be available?
Will a maid be available for the rest room?
What handicap provisions are available?
Are there any reception favors?
When is the final head count needed- how many days or
weeks in advance?
Payment Options
What type of deposit is required?
What type of payment will you accept- personal check,
certified bank check, or credit card?
What type of payment plan or policy is available?
When is the final payment due?
What is the policy for cancellations?
Reputation and Liability Insurance
How many years has the facility been in business?
How often does the facility provide services for a wedding
reception?
Is the facility covered completely with liability
insurance?
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