Questions for reception venue

strawberrycrz · May 2010

FI and I are meeting with the venue today to go over the event planning. I'm not quite sure what this entails. I'm worried that I'm going to miss something major.

What are some things that you wish you talked with your venue about but didn't? What are some things that you are glad you talked to your venue with?
Any words of wisdom?

danieliza1127 · May 2010

Make sure you go through everything as far as price is concerned. Food and bar are obvious but what about tablecloths, napkins, chair covers if applicable, room fees if applicable.

Find out if they have any centerpieces or decor available to use, that way maybe you can use them or add to them, it might save you some cost. We used the venue's hurricane candle holders and votives instead of buying our own and they only charged us something like $4 a table.

Find out how much they will do for you - for example, if you just drop off the centerpieces and favors (if applicable) and decor, will the coordinator set it up for you or do you have to do it?

Find out how the venue will be set up so you can start picturing where things will go and how it will look.

strawberrycrz · May 2010

Those are all good questions. I know they mentioned that they have hurrican lamps available for us to use, however it never occured to me that they would charge me to use them. I'm making a note to ask about that.

*BeachBride0410* · May 2010

Oh yeah and if there is a cake cutting fee.....I never even thought about it, and my venue let me know unlike most, they did not charge a cake cutting fee.

lyndausvi · May 2010

ditto Dani.

Also the big thing is to document everything and do not make assumptions. Even with something as simple as salt and pepper shakers. Make sure you are on the same page and ask for a follow up email to make sure nothing was missed.

danieliza1127 · May 2010

Oh yeah, the cake cutting fee! It never occurred to me that they would charge for that, but they sure did. So we had cake servers and plates out and let guests help themselves. Saved us about $110.

Also, make sure to ask about food and bar discounts for kids.

andyandhillary · May 2010

I wish I had really gotten into details before signing a contract. Talk about the different alcohol options and which ones will save you money. For example, after we signed the contract and thought about doing unlimited beer and wine versus only an open bar for 3 or 4 hours the coordinator told us it wouldn't make a difference. I thought that was silly but oh well.

Also go over when you could have the space. I initially thought we had it starting at 4 pm only to find out later it is actually at 6 pm.

Part of my mistakes are that I didn't have a lot of time to look at venues as I live in DC and the wedding is in MI. Take your time if you have it! GL!

LP11509 · May 2010

Also check on the service charge/tax. We have to pay a 20% service charge on top of the listed prices for food/alcohol, as well as tax. And ditto on the cake cutting fee, too.

vallyhoo · May 2010

Probably not a question for an initial meeting but whatever venue you contract with, I'd ask (tell actually) that there not be a tip jar on the bar.

danieliza1127 · May 2010

In Response to <a href="http://forums.theknot.com/Sites/theknot/Pages/Main.aspx/wedding-boards_etiquette_questions-reception-venue?plckFindPostKey=Cat:Wedding%20BoardsForum:9Discussion:2e69aa77-4bfe-4f18-936d-5e436b13681cPost:7e98f776-3f4b-4fbb-a4c0-ee79a649bf48">Re: Questions for reception venue</a>:
[QUOTE]Also go over when you could have the space. I initially thought we had it starting at 4 pm only to find out later it is actually at 6 pm.
Posted by andyandhillary[/QUOTE]

Yep good point. Find out how early on the day of, or even the day before, you can access the venue to set up decorations or whatever you may need to do. If your ceremony is there too, find out if you can come the night before for a rehearsal and if so, how long they'll give you.

strawberrycrz · May 2010

Good call on the tip jar! I would be annoyed if that just showed up the day of the wedding.

AlmostSt.Laurent · May 2010

*Takes notes*

I never thought about half of these, and we're having another meeting with our venue soon.

*BeachBride0410* · May 2010

In Response to <a href="http://forums.theknot.com/Sites/theknot/Pages/Main.aspx/wedding-boards_etiquette_questions-reception-venue?plckFindPostKey=Cat:Wedding BoardsForum:9Discussion:2e69aa77-4bfe-4f18-936d-5e436b13681cPost:60c82646-ccc8-4eb9-a4ae-ba459fb203f0">Re: Questions for reception venue</a>:
[QUOTE]Also check on the service charge/tax. We have to pay a 20% service charge on top of the listed prices for food/alcohol, as well as tax. And ditto on the cake cutting fee, too.
Posted by LP11509[/QUOTE]

We also have a 20% service charge on top of the taxes. Make sure to ask about this, because our service charge was on food and then another charge on the bar. Service charge on our contract was gratuity, so we did not tip anyone.

strawberrycrz · May 2010

I know we can't get in until an hour before the reception to start setting up, but I wonder if they have a place that we could drop stuff off the night before or something? Thanks for bringing up that point!

andyandhillary · May 2010

In Response to <a href="http://forums.theknot.com/Sites/theknot/Pages/Main.aspx/wedding-boards_etiquette_questions-reception-venue?plckFindPostKey=Cat:Wedding%20BoardsForum:9Discussion:2e69aa77-4bfe-4f18-936d-5e436b13681cPost:aa158b59-da6f-474b-9c8a-a5fbd24eea29">Re: Questions for reception venue</a>:
[QUOTE]In Response to Re: Questions for reception venue : Yep good point. Find out how early on the day of, or even the day before, you can access the venue to set up decorations or whatever you may need to do. If your ceremony is there too, find out if you can come the night before for a rehearsal and if so, how long they'll give you.
Posted by danieliza1127[/QUOTE]

Yes, that is a good point. It's weird with my place because I can decorate earlier on the day of but the party can't start until 6. It's strange. Definitely look into BOTH of those aspects.

*BeachBride0410* · May 2010

In Response to <a href="http://forums.theknot.com/Sites/theknot/Pages/Main.aspx/wedding-boards_etiquette_questions-reception-venue?plckFindPostKey=Cat:Wedding BoardsForum:9Discussion:2e69aa77-4bfe-4f18-936d-5e436b13681cPost:c56c1fb6-e3e3-42f1-8120-a9ed17f545b1">Re: Questions for reception venue</a>:
[QUOTE]I know we can't get in until an hour before the reception to start setting up, but I wonder if they have a place that we could drop stuff off the night before or something? Thanks for bringing up that point!
Posted by strawberrycrz[/QUOTE]

you can't get in until an hour before the reception??? Wont you be at your ceremony an hour before the reception starts? Who are you going to have set up?

strawberrycrz · May 2010

In Response to <a href="http://forums.theknot.com/Sites/theknot/Pages/Main.aspx/wedding-boards_etiquette_questions-reception-venue?plckFindPostKey=Cat:Wedding BoardsForum:9Discussion:2e69aa77-4bfe-4f18-936d-5e436b13681cPost:ac2459f3-96c9-4f23-9f29-19a1afb342c7">Re: Questions for reception venue</a>:
[QUOTE]In Response to Re: Questions for reception venue : you can't get in until an hour before the reception??? Wont you be at your ceremony an hour before the reception starts? Who are you going to have set up?
Posted by *BeachBride0410*[/QUOTE]

They said that they will have someone there that will set up the place for us. However, if we can't take things there until an hour before then I'm going to have to find someone to drop things off. I wouldn't feel right asking someone I want at the wedding, but maybe a cousin's friend. I might have to hire a day-of-coord. or someone.

lizstill13 · May 2010

In Response to <a href="http://forums.theknot.com/Sites/theknot/Pages/Main.aspx/wedding-boards_etiquette_questions-reception-venue?plckFindPostKey=Cat:Wedding%20BoardsForum:9Discussion:2e69aa77-4bfe-4f18-936d-5e436b13681cPost:c56c1fb6-e3e3-42f1-8120-a9ed17f545b1">Re: Questions for reception venue</a>:
[QUOTE]I know we can't get in until an hour before the reception to start setting up, but I wonder if they have a place that we could drop stuff off the night before or something? Thanks for bringing up that point!
Posted by strawberrycrz[/QUOTE]

Find out when your vendors can get in, too. Does this mean that the DJ only has an hour to haul in all their equipment? When can the cake be delivered? What about flowers for centerpiece if you have them?

strawberrycrz · May 2010

In Response to <a href="http://forums.theknot.com/Sites/theknot/Pages/Main.aspx/wedding-boards_etiquette_questions-reception-venue?plckFindPostKey=Cat:Wedding BoardsForum:9Discussion:2e69aa77-4bfe-4f18-936d-5e436b13681cPost:12b2ebe9-7c6e-4b7b-889f-793da58cc8fe">Re: Questions for reception venue</a>:
[QUOTE]In Response to Re: Questions for reception venue : Find out when your vendors can get in, too. Does this mean that the DJ only has an hour to haul in all their equipment? When can the cake be delivered? What about flowers for centerpiece if you have them?
Posted by lizstill13[/QUOTE]

I'm pretty sure that's for everyone. No one can get in until an hour before. I never thought about how little time that is for the DJ to set up and everything. They said that if vendors come early then they have to wait outside until an hour before the reception starts.

*BeachBride0410* · May 2010

1 hour is not a reasonable time, and since there has been weddings at your venue before, they should know that. I would ask about this.

hd7694 · May 2010

Why is it only and hour? Do they have another party earlier in the day? If not I would ask if you can get the place earlier than 1 hour for a small fee? Our venue charged us and extra $200.00 (our choice) for the entire day BEFORE the wedding.

Edit: I would also ask about clean-up fees and/or how long you have afterwards to remove your things. Some places that I have found will add charges for cleaning up after you (ex. cleaning floors).

danieliza1127 · May 2010

Our DJ came 3 hours early to set up. You better talk with your other vendors and make sure they know there is only 1 hour to set up and make sure they're okay with that.

strawberrycrz · May 2010

In Response to <a href="http://forums.theknot.com/Sites/theknot/Pages/Main.aspx/wedding-boards_etiquette_questions-reception-venue?plckFindPostKey=Cat:Wedding BoardsForum:9Discussion:2e69aa77-4bfe-4f18-936d-5e436b13681cPost:dc758da0-6b8d-4ff7-8d4f-9df95ff37b13">Re: Questions for reception venue</a>:
[QUOTE]Why is it only and hour? Do they have another party earlier in the day? If not I would ask if you can get the place earlier than 1 hour for a small fee? Our venue charged us and extra $200.00 (our choice) for the entire day BEFORE the wedding. Edit: I would also ask about clean-up fees and/or how long you have afterwards to remove your things. Some places that I have found will add charges for cleaning up after you (ex. cleaning floors).
Posted by hd7694[/QUOTE]

Oh wow, thats awesome. That is totally worth the $200 for your venue then. When I booked the venue, no one else had booked for earlier in the day. I'm not sure if its still that way or not. We are getting married the Saturday after Thanksgiving so I dont think it's that popular of a date.

danieliza1127 · May 2010

In Response to <a href="http://forums.theknot.com/Sites/theknot/Pages/Main.aspx/wedding-boards_etiquette_questions-reception-venue?plckFindPostKey=Cat:Wedding%20BoardsForum:9Discussion:2e69aa77-4bfe-4f18-936d-5e436b13681cPost:dc758da0-6b8d-4ff7-8d4f-9df95ff37b13">Re: Questions for reception venue</a>:
[QUOTE] I would also ask about clean-up fees and/or how long you have afterwards to remove your things. Some places that I have found will add charges for cleaning up after you (ex. cleaning floors).
Posted by hd7694[/QUOTE]

Another good point. We had to take everything that was ours home with us that night. We couldn't come back the next day to get it all. So when the reception was over, we (bride,groom, some wedding party, our parents) had to get all of our centerpieces and decor and flowers and everything that we wanted to keep and load it up and take it.

lizstill13 · May 2010

You need to check with your other vendors too and see what they need to make sure it is available. Example: my DJ needed two 6' recantangular tables, the baker need an 8' round table.

What time does everyone need to be out by? (some venues can be VERY strict about this and charge extra)

strawberrycrz · May 2010

In Response to <a href="http://forums.theknot.com/Sites/theknot/Pages/Main.aspx/wedding-boards_etiquette_questions-reception-venue?plckFindPostKey=Cat:Wedding BoardsForum:9Discussion:2e69aa77-4bfe-4f18-936d-5e436b13681cPost:eb63003e-029e-4ae9-bc29-0fadc05e081b">Re: Questions for reception venue</a>:
[QUOTE]You need to check with your other vendors too and see what they need to make sure it is available. Example: my DJ needed two 6' recantangular tables, the baker need an 8' round table. What time does everyone need to be out by? (some venues can be VERY strict about this and charge extra)
Posted by lizstill13[/QUOTE]

Oh, good idea! I'll make some phone calls during lunch.

hccpsu · May 2010

This would only be applicable if you're having a buffet, but you might want to find out if you can sign a waiver and take any leftover food with you. We have several shelters in town that are always grateful for food donations like that (we take our leftovers from our work parties to them).

Calumet · May 2010

Cake cutting costs?

(this is when they charge you per slice, for a cake you buy from a baker outside of them - and is total bullsh*t as far as I'm concerned)

Make sure their required "service charge" or "gratuity" - usually 18% - actually goes to tips for all of the people involved with serving you on your wedding. Sometimes they will just pocket this, and the servers see nothing, and you would have to tip on top of that, and that would suck.

strawberrycrz · May 2010

All very good questions. Thanks so much everyone!

polichik · May 2010

I'd also check to see how late you can play music. Some venues have an earlier cut-off than the city ordinance. Also parking arrangements... How will guests park? If there's a lot, is it free? Are you required to do valet? Etc.

I'd check on any fees if your reception runs over, or if clean-up takes longer than planned.

I had a ton more, but I think everyone covered them!

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