The Reception Venue – Part One

Finding the right reception venue requires some careful thought and plenty of time. Whether a bride plans to have a small reception at home or a gala event in a formal ballroom, there are some common elements to consider.

The primary consideration has to be how many guests will attend? Everything else you do at the reception will be based on this number. From having enough seats to having enough food, this figure must be settled on first before selecting a reception venue. For some idea on how to arrive at this number please refer back to the entry “The Guest List – Part Two” where I explain the laws of attrition. It’s a rare event where every single guest invited is able to attend. The bride’s primary job is making sure that all the guests present are comfortable so choose a venue that is big enough.

Now you can move on to the other important details, and many of them are dependent on what kind of reception you’re planning. Unless you already know exactly where you’re having your reception, give yourself plenty of time to look over several venues so that you may shop and compare.

It’s a good idea to start online or by making phone calls to weed out inadequate sites based on price, square footage, and available amenities. Of the sites that seem promising it’s very important to visit them for a first-hand look. I can’t emphasize this enough. Photos rarely do justice to the actual venue. Best to see it with your own eyes.

Here are some questions to get you started:

• Will the reception be held indoors or outdoors, or both? If it’s to be held entirely outdoors are there rest room facilities close by? Do you have access to power for lights, music, a public address system, or any other electrical needs? Is there protection for your guests from the sun, wind or, heaven forbid, rain? How about insect control?

Bidwell House near Mount Lassen

• If the ceremony and the reception are not taking place in the same building, how far is the reception venue from the ceremony site? I won’t presume to dictate a required distance between the reception and the ceremony but I’d like to suggest that a bride would be considerate to plan it so that her guests use less than a quarter tank of gas to travel there. The closer it is, the less likelihood of someone getting lost too. As a courtesy you may want to have maps available at the ceremony with directions to the reception, or assign a few people to head up “caravans”.

• Is there enough parking for all of your guests at the reception site? Nothing will dampen the joyful enthusiasm of your guests quite like hiking a quarter mile from their car to the reception hall, especially those who are elderly or ladies in high heels. 

• Do any of your guests need handicap access to the reception area? Choose a venue that has the ramps, elevators, and restroom facilities they may need.

DeTurk Round Barn in Santa Rosa -- cute but no kitchen

• Are there certain decorations that are not allowed such as bubbles, helium balloons, or anything with live flames? 

• If you’re planning to be showered with something like rice as you leave, what is allowed at your venue? Many places do not allow rice, confetti, or birdseed. Some places don’t allow fresh flower petals. Be sure to ask.

• Are you planning to serve food? If so, will you be having a formal dinner, a buffet, a potluck, or punch and cake only, and does the reception hall have a kitchen adequate to accommodate what you want to do? Will you have access to the kitchen and refrigerators before the reception? How soon before? Get specific times.

• Will your reception be catered? If so, some caterers have reception venue requirements and vice versa. Make sure you understand what those are before booking.

• Will the reception venue provide tables, chairs, linens, plates, cups, or silverware? If so, who is responsible for laundering the linens and washing the other items after the reception? If they’re not provided, will you be allowed to bring them in, and what restrictions are there, if any?

Be sure to ask what amenities are included with the rental of the hall.

• Will you be serving alcohol? Some reception halls allow beer, wine, and champagne but not mixed drinks. Other halls don’t allow alcoholic drinks at all. Some reception halls don’t allow glass cups or containers. Also, you may need additional insurance if you’re serving alcohol. Be sure to check.

• Will there be dancing? If so, will there be a band or a DJ? If you’re having a band and there is no stage area, you’ll need extra room for them to set up. If you’re having a DJ, he’ll need adequate power to plug into.

• Does the reception venue provide servers and other helpers? Is a tip expected or included in the cost of the venue? 

• Who is responsible for setting up tables and chairs beforehand? Who will be cleaning up afterward? Does the floor need to be cleaned after the reception? Who will be doing that? Who is responsible for locking up?

• What kind of insurance, if any, is required?

• When is payment due?

As you can see, there are many things to consider before renting a hall. It’s difficult to know ahead of time all the questions you might need to ask, and I’m sure I’ve missed a few, but if you know exactly what you want, it’s easier to be specific about what you need. Write down your questions and take them with you when you meet with the person in charge of renting the hall.

Finally, be polite, not demanding. Let the person in charge tell you what he has to offer first, then ask him about what you need if he hasn’t mentioned it already. Don’t feel obligated to make a decision on the spot but “sleep on it” first, then act.

More on our own reception venue later…