What goes in the reception venue (a hotel) contract?

peggyo10 · October 2009

help! we've decided we want to have our march 2011 wedding ceremony and reception at a suburban hotel. we'll be having the rehearsal dinner and a brunch there, too. what details should we (us and the venue) agree on before we commit to the place? we have all the pricing and the minimum required for the room. they've told us they can meet certain of our requests (like having our favorite beer at the reception) and that they can offer us a deal on the room rate for our guests. but then other things, like the tasting and picking out the menu and the cake, all come later. i just want to make sure we get the right things in writing. any advice on signing a reception contract with a hotel?

valdagalcoffman · October 2009

Some places charge extra if you want to give a choice of dinner plate - I would make sure that is included (I've seen up to $5 per person) Some hotels also include a cake, I would mention champagne - who gets it and how much will be available - I would suggest a toast for everyone. Linens - check on that - sometimes only the bare minimum is included. Your hotel room should definitely be included! Especially because you're planning on having everything there! OH and about the cake - you should have them specify what choices are included - most places only give you again the bare minimum and it is an additional cost for anything else. Bridal suite - definitely make sure that is in there - one place I went to downtown wanted to charge an extra 1500 dollars to use the bridal suite!! Oh, I got my place to include wine with dinner since the bar closes for dinner.Also, you may consider asking - what if the minimum isn't met? Some places allow you to up the bar or add appetizers things like that.Good Luck!

raeyn · October 2009

I just took a look at mine (the Westin on Michigan Ave), and this is basically what it includes: - the times you will have each room (dressing rooms, ceremony, cocktails, reception) - the date by which you need to have confirmed all details (and how) - minimum revenue guarantee and what happens if you don't meet it - everything your deal includes (bridal suite, tasting, microphone, dressing rooms with refreshments, rehearsal space, linens, votives) - pricing and any hidden/additional charges - methods and schedule of payments - details of hotel room block - any restrictions on what vendors you can use - cancellation policy - parking information and cost - legal stuff about indemnification and attorney's fees I would also ask them to write in any specific details you require, like having your favorite beer available, if their willingness to do so contributed to your decision to book with them. Hope that helps!

chosen175 · October 2009

I would also suggest getting your timeline in writing - ie setup starts at 11AM, ceremony at 4:00, cocktails at 5, introductions at 6, dinner from 6:30-8, first dance at 8:15, etc. Also, have them include what time the bar opens and closes, and whether it will be open during dinner. This will prevent you from having your dances interrupted or dinner being late.I'd also ask about the price if you're doing 2 different entrees. One venue wanted to charge us the price of the higher entree for all guests, even if they chose the cheaper entree.One venue we toured also said if we wanted our cake served on individual plates, it would be $2pp extra - they usually put 10 pieces on 1 big platter and put the platter on the table. :-0

MAKohler1986 · October 2009

Since you're getting married in March, push for a great deal! My venue gave us 15% off the basic package (we're then upgrading to a better one) PLUS an additional portable bar during cocktail hour for no extra charge and free coat check. We're also getting a lot of great deals on the extras that we're adding to the reception (example: chocolate fountain - we're adding a small white chocolate fountain to that for only $1 per person.) March is not a popular month to get married, so try to get as many deals and you can!

MAKohler1986 · October 2009

I'm getting married this March... forgot to mention that is my PP.

Sparkette19 · October 2009

It sounds like you are planning well in advance and are having a lot of wedding related events at your venue. That being said, all of the aforementioned things add up to guaranteed revenue for the venue. I would try to negotiate everything with them and make sure that it's in the contract. First thing I would do is make sure that you get 2009 pricing for your 2011 wedding. We booked our venue in 2008 for our 2010 wedding and were able to get the 2008 prices. Make sure this is in the final version of the contract. I've heard of vendors promising certain pricing and then charging current pricing. Second, I think since you are booking so many events there, you should be able to negotiate lower prices for each event...again, based off of the 2009 prices. Third, I think vendors have a lot of wiggle room, they just don't want to come down in their prices. So, be ready to "walk away" if you don't get what you want. I would have at least another venue that you are seriously looking at and make sure it's known that you are favoring the other one....unless they can meet your negotiations. I know some venues are sticklers, so this one might not work. It never hurts to ask though. I ended up getting wine service at dinner thrown in for free b/c I simply asked about it.

citybride09 · October 2009

One thing that was really important to us (and that we found varied between different places), is how many bartenders you will have and how many wait staff they will have. You would hate to have a big wedding then only have 1 bartender!

peggyo10 · October 2009

thank you ladies! this is all so helpful. i *think* we've found the venue, but we want to try to get every deal we can up front (figuring that once we commit, they won't have as much of an incentive to lower prices). since we're booking in advance, for a march wedding, with so many events in one place, we're hoping we can knock prices down/get a little extra included. i'm trying to keep looking at other places and not get my heart set so we can walk away if necesary, but i'm really loving it more every day! it is so exciting!

chosen175 · October 2009

I've found that the venues we looked at were more inclined to throw in some "freebies" or upgrades than they were to reduce prices on anything. So make a list of things you can ask for them to include if they won't budge on the price.

What goes in the reception venue (a hotel) contract?

Re: What goes in the reception venue (a hotel) contract?

Choose Another Board

Search Boards