The Wedding Reception Site Checklist

What to look for, ask about and consider before choosing your Location

Wedding Reception Checklist ___ Is your wedding date available? Reserve the Site ___ Sign an agreement and leave a deposit. ___ Decide on theme, style and colors. ___ Is the church and ceremony site close together? ___ How many guests are you going to invite? ___ How many guests will the space accommodate? ___ Do you have plans for families with children? ___ Are there adequate restrooms for guests? ___ Are facilities available for handicapped guests? ___ Is there a room to change? ___ Are there coat check accommodations? ___ How about a secure place to put purses or other valuables? ___ Will there be a table be available for gifts? ___ What type and number of security personnel? ___ What other facilities/accommodations special features? ___ Does the site have a time limit or curfew? ___ If you want a tent, is there one available that the site regularly uses? ___ If not, how far in advance can you set one up and are there. ___ Are there restrictions on who can do the set-up? ___ What kind of parking facilities are there? ___ What about valet parking? ___ What other options are available?   Caterer ___ Will the catering manager/executive chef help plan the menu? ___ Will the caterer help you organize the event? ___ Will a banquet manager be at the event? ___ Who organizes the events during the reception. ___ Can someone help with the decorations in the room? ___ What kind of help does the facility offer? ___ Are kitchen facilities adequate for an off-site caterer? ___ Will the caterer have to bring a portable kitchen? ___ Will there be an on-site wedding coordinator at the reception? Food & Drink ___ What types of packages and themes are available? ___ What will be included in the menu for each price range? ___ What types of appetizers for the cocktail hour? ___ What is the price per guest for appetizers, drinks and dinner? ___ Will the guests be offered a choice of entrees? ___ Do they offer sit down service, buffet or stations? ___ What substitutes are available on the menu? ___ What about vegetarian and restricted diets? ___ Compare the cost of an open bar vs. cocktail service? ___ What type of liquor does the facility offer? ___ Are non-alcoholic beverages available? ___ Can you provide your own alcohol? ___ What is the corkage fee and is there a minimum? ___ What is the dessert table policy? ___ What is the wedding cake cutting fee? ___ How will the food be served? servers, buffet or at stations? ___ How will the waiters and waitresses be dressed? ___ How many waiters and waitresses will there be? ___ Are there discount prices for children and senior citizens? Other Fees ___ Are there any extra rental fees or is everything included? ___ Are tables, chairs, linens and decorations included in the fee? ___ Are there overtime charges? When do they start and how much? ___ Are the tips and taxes included in the bill or separate? ___ (ask for tip recommendations) ___ Is there a minimum guarantee? ___ How should payment be made? ___ What is the deposit fee? ___ When is the balance due? ___ What is the cancellation/postponement refund policy? Details ___ Will you be given time to decorate the reception site the day of the wedding? ___ What colors are available and what condition is the room in? ___ Are the china and flatware in good condition? ___ Do you have a choice of patterns? ___ Will there be other receptions that day? ___ Will they put a strain on joint facilities? ___ How large is the dance floor? ___ Is there enough room for dancing and for the band or dj to set up? ___ Are there any restrictions on amplified music? ___ Are there any restrictions on Smoking? ___ What are the terms of liability insurance? ___ What is the sequence of events? ___ Will there be a guest book table and a place for an attendent? ___ Make seating arrangements. ___ Order favors and gifts for guests. ___ Get a final count to the catering manager. Start planning in your city