My reception was ruined

onceuponadisaster

I went and toured reception venues in August 2008. We decided on combining two ballrooms at our venue to accommodate our guest list (400+). I had to return to school, so I left my mom in charge of signing our contract.

Before I left I met with the manager of the venue and made it clear that we wanted Ballroom A and then half of ballroom B. I told my mom this as well, she verified that was what she was going to go book, and I when I asked her if everything went ok and she booked what we wanted she told us it was all taken care of.


Here I am 99 days from my wedding, save the dates sent out to 400+ people, and when I was talking with the hall manager today, she mentioned that our room only accommodates 200.... Uh, WHAT?????

Apparantly my mom forgot the + 1/2 of B on the contract. So now I have a room that barely fits 200 people and 400 poeple who have been notified they'd be getting formal invitations to our wedding.

I'm at my wit's end ladies. Any advice? Ballroom B was booked in June, so it's not like I can just kick the other bride out.

lyndausvi

find another venue?

onceuponadisaster

I come from a REALLY small town and all the other venues are booked

duckie1905

Where is your contract and what does it say?

cinderella_pink_princess

Is there any way at all you could make it bigger? Does it open to an outdoor patio or something that you could set up tables on?

If not, have you consider an  outdoor reception? It doesn't seem like you have any more options if there is not another venue in your town. You could rent a tent and make it look really nice inside.

Another possible option might be to not include a lot of "and date"s. You could also set an age limit for the reception and make it adults only. I've heard other people talk about it on other boards. Just address the invites to the adults without the "and family".

bullentini

Can you rent a park?

CaptiolBride

what does your contract say about money back? can you change the date to the following week or the week before? If you've only sent out save the dates.... you can still correct it on the invitations. I know you probably don't want to change the date, but either way it's venue VS date.... I'm sorry this happened to you. Let us know what you decided.

hollieheidi

I know that it usually is frowned on, but what about a tiered reception?

If you have your venue all day you could have two receptions.  This would be alot of work and aot of trouble, but honestly unless you find another venue or decide to press the issue and take 1/2 the ballroom from the other bride then you don't have much choice.

The tent or outdoor patio area are good ideas, but at least the invitations weren't out yet........

Good Luck!

duckie1905

In Response to <a href="http://forums.theknot.com/Sites/theknot/Pages/Main.aspx/wedding-boards_reception-ideas_reception-ruined?plckFindPostKey=Cat:Wedding%20BoardsForum:5Discussion:e1834e98-9e15-4247-b812-2594333f278fPost:7238344f-e9ba-4e9b-9482-02b17bc82cba">My reception was ruined</a>:
[QUOTE]Apparantly my mom forgot the + 1/2 of B on the contract. So now I have a room that barely fits 200 people and 400 poeple who have been notified they'd be getting formal invitations to our wedding. 
Posted by stargazertechie[/QUOTE]

<div>Whoops, lesson learned about checking, double-checking, and triple-checking contracts.</div><div>
</div><div>Are you from Chicago or the surrounding area because if you are I'm betting that you can find another hall if you needed to.  It just might require more travel.</div>

fishieballerina

If you can't book another hall or have it outdoors, can you change your date? I know you already sent the Save the Dates, but you could send another one explaining that the date had to be changed due to a scheduling conflict and send them the new date.
Or, is there any way that they can do long tables for dinner than move them out of the way of the dance floor for the dancing portion. It will be a tight fit, but at least everyone will be there.

Also, you may want to see how many people can ACTUALLY make it. If a lot of people have to travel or something they may not be able to make it and you may be in luck (as far as the venue goes but not as far as having all your guests there).

This is really too bad.

jennylove810

Cut your guest list?  400 people?  Egads!

ETA: Ignore above advice - I just read more carefully that you sent out STDs. 

Catwoman708

A.  Pray that a lot of people will have plans or not attend.  While you cannot count on that, and there is not really a reliable way to predict attendance, in some cases, only 50-80 percent of guests attend.

B.  Did you send STDs to everyone?  Cut the guest list if it's not too late, by cutting children and "and guests".  Be ruthless.  With 400 guests, surely there are some you didn't really want to invite?  Maybe their invitations will get "lost in the mail". 

C.  See if the venue will work with you. Is there another adjacent space, like an outdoor area, parlor, foyer, storage room, anything?  Or maybe they'd let you know if the other bride cancels, or maybe she would let you "buy her out" of the extra ballroom. 

D.  Piss a lot of people off, maybe they will boycott your wedding, lol.

E.  Spread the rumor word-of-mouth that there will be no alcohol, weird food for the menu, and accordian music only.  

Cly37

On the upside, like it was mentioned above, not everyone will be able to show up. Do you know what "only accomodates 200" means? Is that standing room or is it 200 seated at dinner tables? Hopefully it's the latter? If it is the latter, maybe you could do just cocktail tables instead of dinner tables, or perhaps some combination of cocktail tables and dinner tables with extra seats around the perimeter of the room?

Perhaps your caterer might be willing to work with you on changing up the menu to include more heavy appetizers that guests could eat standing up at cocktail tables.

Whatever you do, good luck!

AmoroAgain

If you're from around Chicago, there are a TON of venues that are there.  Stop freaking out and start researching!  I have a feeling that you're going to lose your deposit though!

If there isn't anything nearby, I'd look into getting a tent or something to take care of people outside.

And, it can't be ruined yet as it hasn't happened.

I can't imagine that a "small town" even has one venue that would accomodate 400 people.  Maybe you need to change your perceptions a smidge.

Mrs.B6302007

I would go with a new venue first, since on the STDs, generally specifics aren't mentioned.   Changing the date would be my second choice since the date HAS been specified on the STD.

MyNameIsNot

You need to find another venue, even if it means a longer drive or not your dream space. 

If you can't do anything there, you're going to have to change the date.

futureshaheen

I would look at changing the venue or switch it to a Friday or Sunday of the same weekend.

aerinpegadrak

If you have to change the date, you can just send out a simple change of date card to your guests.  It can just be plain text (maybe in a nice font) that says something like, "The date of wedding of Stargazer and FI has been changed to X.  We apologize for any inconvenience."  You'd only have to pay for some simple paper, envelopes, and postage.  It's not the end of the world.