Here's a list to take with you if you don't have one:
NAME OF HALL:
Dates Available:
Capacity:
Minimum for room:
How much are vendor meals?
Are kids half price?
What ages?
Any limit on number of ½ price kids?
Vendors included in minimum?
Are kids included in minimum?
How early can bridal party arrive?
What time can ceremony begin?
Any limitations of music played outside? What type of limitations (i.e., no amplifiers)
Ceremony fee? includes floral arrangements, arch, gazebo, pew markers, pedestals, podium or table
Ceremony location outdoor?
Indoor ceremony option in case of rain?
Length of aisle outside? inside? (for runner measurement)
Can we have a rehearsal the night before?
If not, when?
When can vendors arrive to set up?
Bridal Suite size & location:
Number of Concurrent Events:
If more than one event: separate bathroom
facilities?
Is Champagne Included throughout the reception?
Liquor – top shelf? (Names?)
Are candles allowed? Votive placecards?
Is there an in-house Wedding Planner?
Photography/Florist – recommendations?
Can we use others vendors?
Any fee for outside vendors?
Any discount or credit for using recommended vendors? (i.e. cheaper vendor meals)
Insurance requirements for vendors?
Does hall need proof of insurance?
Wedding Cake included?
Any limitations on flavors/fillings?
Any credit if we do not use the cake?
Cake cutting charge if bringing our own cake?
Number of Entrée Options
Can we have a tasting
When is final menu picked?
Any decorations included? Centerpieces or flowers for cocktail hour tables?
Do we get a credit if not using centerpieces?
If so, how much?
Linen colors?
Ratio of Guests/Servers:
What will waiters wear?
Bridal attendant included?
Number of Bars and Bartenders (i.e. 1 per 50 guests)?
Coat Room and Rest Room Attendants?
Is cost included?
Table Size (number):
Table shapes for room?
Maximum Number of Tables for room:
Valet – included or additional?
Dimensions of Dance Floor:
Dimensions of reception room:
Is there a separate cocktail room?
Capacity of cocktail room? Seating for all guests?
Overtime charges:
Gratuity – is it a set fee? Is it distributed amongst all of the workers?
Service charge % (number):
Is service charge taxed:
Hotel recommendations:
Direction cards provided? (get a copy for file)
Deposit amount?
Method of payment?
Payment schedule and is a courtesy reminder sent?
Any tasting events or showcases before we book?
Can we see photos of hall in different seasons (get copies for file)
Timing for final head count?
Can we upgrade if under minimum (no wasted dinners) i.e., cordials or upgrade entrees?
Cancellation and refund policy?
Smoking area? Outside in NY
Any renovations planned?
What/When?
Expected completion date?
***Do not forget to check out the bathrooms:
***Take digital pics of the rooms and grounds for file
Add any special notes/impressions about this hall? i.e. easy to find, distance from hotels and shopping for guests?
Good luck! ![]()
