Before we get started let me give you some guidance on wedding planning, focus on the personal aspect and not the commercial aspects. Think about your venue or theme. Do not be afraid to consider something different or creative that makes a statement about who you are when you are together. If you want to have a traditional venue then by all means, but remember you do not have to go into debt to have that dream wedding.

Also consider that this is your day and not your friends or family members. For instance, if you have typically been considered a country girl, do not hesitate to have a very formal affair, or vice versa. If you are typically considered a pretty sophisticated type, do not be afraid to have a country style wedding. The truth is that you can have whatever you envision; it is your dream. Regardless of the theme or venue, it can be decorated quite beautifully and reasonably with the right information.

Lastly, be true to yourself on what you want; if you are a fun person then have a fun wedding! Your wedding reception is one of the planning items that will take a considerable amount of effort, oh and yes about 50% of your budget, so you will want to plan carefully. There are a number of items that you need to consider, so we will break them out by section to make an overwhelming task more manageable. More reception planning and details are in our very reasonably priced e-book that will give you more ideas to save money.

Important aspects:

Get a free wedding reception checklist (this is helpful when looking at reception sites)

GEOGRAPHIC LOCATION

Your first consideration is location. You need to ask yourself questions like where do I want to get married? Will this be in your home town, a tropical island, or cruise line? You will need to visualize what you think the location should look like. Do this first. Do you want your reception in a posh elegant banquet hall, a country club, golf course, a local museum, or a local garden? Oh, and do not forget the possibility of having your reception at your home, providing you have space for the intended number of guests. If you are trying to save money, this may be a great solution, but the key is to take the time to compare and get all the facts.

WEDDING THEME

The theme of your wedding will probably dictate where you will want the reception located. If you are dreaming of an elegant ball room, then chances are you are more attracted to the traditional formalities; however, if you opt to have your reception at home the themes are limitless, from a garden wedding, Victorian, country, renaissance, and yes even a tropical theme without jet setting off to an island. The one thing about having your reception at home is you can set the theme to anything you want and decorate accordingly. Be creative! A wedding at home can be traditional and formal or informal.

SIZE

The size of your wedding will also influence where your reception will be located. You will need to consider the number of guests that you are thinking of inviting, at least a preliminary count. The capacity of a site should be questioned as to how many guest they can accommodate, and how the seating is arranged. For instance, if you are having a dance floor this will reduce the number of guests that can be seated. Furthermore, there is a capacity difference if requesting a buffet as opposed to a sit down dinner. So, before making appointments or running out and visiting sites, be sure you have a preliminary guest number before speaking to various sites, as this will be their first question to you. Once you have thought about your theme, and have a preliminary guest count then you should call several vendors and make appointments to visit their sites. Visit as many sites as you can that fit with your theme. This is very important to get a feel for the room(s) that will be needed, pricing, and ambiance. It also gives you a chance to see who you will be dealing with and how accommodating and flexible they are with your wishes.

SERVICES AND AMENITIES

Another item that you will need to research if you choose to have your wedding reception hosted at a commercial site is what services they do or do not provide. For instance do they provide in-house catering, or have a list of caterers to choose from, or can you bring in your own caterer. Along these same lines of bringing in an outside caterer, are there kitchen facilities to handle the food preparation, refrigeration and cooking. Another question to ask is if you are thinking of having your ceremony and reception together in the same location. You will then need to ask management if the ceremony can be held on site, and if so where is an appropriate location. If the site has onsite catering, table settings should not be a problem, but if you bring in your own caterer you will need to check if you are required to bring in your table settings. Another tip is to check that the facility has ample parking for the number of guests you are inviting. Lastly, consider any extra costs that may be involved such as valet parking, coat room checks and any facilities or special pricing for overnight or out of town guests. Speaking of out of town guests, check to see if there are any local attractions that may entertain your guests for the weekend, as this could be a plus for them. PRICING AND TERMS

You will want to check pricing of course, and ask for a copy of their contract. Does it stipulate the length of time that you are allowed to use the facility or are there specific hours. If you go over those hours are there any extra fees. Verify if there a cancellation policy included, decorating restrictions, deposit or retainer fee, and when is the total amount due. You will also need to ask if anyone is using the facility at the same time and how it may affect your wedding. For example a folding wall that is not as sound proof as you thought, and the other band or DJ is disruptive to your event. If your event is late in the day or evening will there be anyone in prior that could affect your setup if they are late. These are very important questions to ask and write down when comparing reception locations.

FINAL COMPARISON OF SITES

When you visit potential sites, take a notepad or the free question list mentioned above. These will come in handy later when you are making your final decision. Some questions we have already mentioned, such a seating capacity, what areas are off limits, is alcohol allowed, and is there a dance floor. Another very important factor to check into especially if this is a historical location, do they have enough electrical outlets to accommodate the DJ or band, and any extra lighting you may require. Electric will also be needed by your caterer for refrigeration and heating if applicable. Lastly, plumbing needs should also be verified. If this is an older establishment there may be only one or two rest rooms, which may not accommodate the number of guests you are thinking of inviting. Once you have determined which is the best location for your wedding reception, if they have your date available, make sure you book early. If you wait too long to formally book the site, it may be taken by another event; in which case you may have to change your date or find another location. Moreover, prior to formally booking the site, check what kind of down payment they expect and when it is due. Also check refunding options. Make sure you are sure this is where you want your reception. If you change your mind on locations you may loose the down payment.

Free wedding reception planning question check sheet