The Reception Venue
Throughout your planning, you will work with the venue's location manager to plan your meal, devise a floor plan, and finalize timing issues. A cooperative relationship with the location manager is a defining element of the reception. Much of the overall success of the wedding depends on the services of the reception venue and location manager.
Expectations
When I booked my reception venue, I saw a piano and some couches on-site. I recently asked to use them for my wedding and was told there would be additional charges. Is this fair? Don't make assumptions about what your location will provide to you. Make sure you have in writing all the elements that you are expecting. Additionally, your contract should detail the times your venue is expecting you, including a time to access the room for setup, an invitation time, the hours of the event, the time the venue is expected to close, which rooms you have access to, and what food and beverages are being served. If the contract does not mention a dressing room, bring it up and make sure you can have access to a place you can change and store your wedding supplies and accessories.
My wedding is in six months. Sometimes it takes more than twenty-four hours for my location to return my calls. I think I should expect faster service. Am I wrong? Be aware that at any given time your location manages a great number of events. As other events approach their scheduled dates, they may demand more of the location manager's time and attention. As your own wedding date approaches, you, too, will receive the same attention. If your wedding is still six months out, a return call within twenty-four hours is still very good service.
The Location Manager
Who will be in charge of my wedding? It works differently at all locations. Some venues have a location manager (sometimes called a catering or site manager) that will work closely with you on all details from the moment you book the location until you leave the reception as husband and wife. Other venues work with a more hands-off approach, assisting you with details related to the venue and nothing more. In many instances, the location manager is on-site for the beginning of your wedding to ensure everything is ready to go but may leave sometime after the reception begins, leaving you in the capable hands of the banquet captain.
Essential
A location manager is not the same as a wedding planner. They each have different responsibilities, and one works for the venue and one works for you! If you do have a wedding planner, she will work with the catering manager to ensure your wedding runs smoothly.
Questions to Ask
What are some important questions to ask the location manager? When you do visit locations, you should bring a list of questions to ask the location manager. Most of the questions, including those pertaining to meal service and pricing, will be answered during the meeting and tour or included in the information you receive at the meeting. Because you are touring and visiting multiple venues at first, it will be easy to forget what each location includes, requires, and costs, so take careful notes. Your questions will evolve to include more specifics once you book a venue and get closer to the wedding date. In general, the following questions apply to most locations.
How many people can the area comfortably accommodate?
How big is the dance floor?
Are tables, chairs, dinnerware, silverware, and linens included in the price? Can we upgrade and what are those costs?
How many hours is the site available? Can we book additional time? If so, at what cost? Are there overtime charges?
Do you have a bride's room or a changing room?
Can you accommodate special menu requests such as vegan or kosher meals?
Will there be coatroom or restroom attendants?
Do we need to hire security? Is it included in the price? If not, what is the cost?
Will the location manager be able to assist me with creating a floor plan and décor?
What is the parking situation? Is valet parking an additional cost? Is self-parking included? If not, how much does it cost?
Are there any restrictions on musical entertainment?
What are the restrictions on décor?
If we purchase our own alcohol, is there a corkage fee?
How many events can you accommodate at one time? Will there be an event taking place at the same time as my event? Before? After? Are there separate entrances, restrooms, and other facilities?
Is there an area to hold the ceremony? Is there an additional charge?
What do you require to book the location?
What are your cancellation policies?
