Step 3: Evaluating reception sites
Every site offers advantages and disadvantages, and your job is to sift through all of the features of each site to find the best one for your wedding – all while keeping your budget in mind. Here are some factors to consider:
Location
The reception site should be no more than a 30-minute drive away from the ceremony location. A longer drive than that is asking too much of your guests! If the location is difficult to find, or will offer special challenges to get there (say, located near a football stadium that has a home game on your wedding day) you should consider providing transportation for your guests from the ceremony site and back to their cars after the reception.
Size and layout
Will everything happen in one big room or in separate rooms for the cocktail hour, dinner, dancing? Will it comfortably hold the number of tables you’ll need, and will everyone dine in the same room? Is there room for a band or DJ, and for cocktail hour musicians, if you’re having them?
Privacy
If your venue does multiple events, find out if there are other bookings at the same time or on the same day as yours. If so, ensure that there will be adequate privacy and separation for your celebration. There should also be ample time in between events to allow your caterer or other service people to set up or break down your party.
Parking
Make sure there is convenient, well-lighted, ample parking for your guests, and if not, find out if valet service is available.
Technical details
Whether you intend to have a DJ or a band, inquire about possible restrictions regarding the type, volume, or duration of music. Be sure to confirm there is an adequate power supply for speakers, mixers, and amplifiers, or good acoustics for string and wind instruments. Some sites have built-in public-address systems which can be used for introductions and toasts. If your site doesn’t offer this equipment, make sure your DJ or musicians can provide it.
Room décor
Most sites offer a neutral background to work with, but make sure the flooring, wall coverings, and colors will work with the style, color, and season of your wedding.
Services offered
Be clear, with each site visited, exactly what is and is not included. From catering and wait staff to candles and chairs…get those details up front and in writing.
A note about outdoor receptions
If you’re planning an outdoor reception, it’s critical to have a back-up plan in case of inclement weather. Planning for an outdoor reception is usually much more work overall, because you have to provide for everything from tents to salad forks to chairs. You may need to change plans at the last minute due to the weather! For these reasons, it’s highly recommended that you use an experienced wedding coordinator for an outdoor reception; this will ease your workload, and your stress, immensely.
Down to details
As with any wedding vendor, make sure that all details are outlined in writing, and use a credit card whenever possible for making payments. This protects you in the unlikely event of a problem. You should feel comfortable with your contact person. They should respond in a timely and efficient manner to your questions and requests. Visit premierbridems.com for the online wedding planner. You’ll find a comprehensive list of questions to ask potential reception sites and other great wedding planning help.
As seen in Premier Bride of Mississippi. Want more information about a Mississippi reception venue near you? Visit www.premierbridems.com