What to ask at reception sites...

I'm just starting my search for a reception site and I'd really appreciate some help. What are the most important questions to ask when looking at a reception site?

I'm also very nervous about the tax and gratuity. How much per person does that usually add? I was thinking I could afford about $70 a person, but that's with the tax and gratuity...

Thanks for all of your help!

I am paying 70 pp without tax and gratuity. It comes out to 90 pp. You can definitely save money by doing a cash bar (it is kinda frowned upon though...IMO)



You need to ask the basic questions:

1) what is included with the price
2) Open bar? Top shelf liquor?
3) Minimum # of people you have to guarantee

HTH

If you have excel, I made some nifty questionnaires on my website. Your more than welcome to use them. They are print ready.

Bridal Diva

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Posted by stephanief

I am paying 70 pp without tax and gratuity. It comes out to 90 pp. You can definitely save money by doing a cash bar (it is kinda frowned upon though...IMO)



You need to ask the basic questions:

1) what is included with the price
2) Open bar? Top shelf liquor?
3) Minimum # of people you have to guarantee

HTH

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I am paying $75 pp, but with tax and gruitity it come to about $95 per person. More questions:

4) is cake included
5) different prices for different days of week? different seasons?
6) what is the maximum # of people?
7) are direction cards and/or place cards included (my place cards were included)
8) Do you have to use thier vendors? (believe it or not some places still do this)
9) What is the cancellation police (just in case )


umm...I can't think of any more. When I went, I had no clue what to ask, but the BM was very thorough in telling me everything.

My fact sheet for each hall includes:

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:
Can we have ceremony on site?
What time will ceremony begin?
Ceremony fee?
Ceremony location?
Length of aisle (for runner if using)?
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?
In-house Wedding Planner?
Photography/Florist – recommendations?
Can we use others vendors?
Any fee for outside vendors?
Insurance requirements for vendors?
Does hall need proof of insurance?
Wedding Cake included?
Any limitations on flavors/fillings?
Cake cutting charge?
Number of Entrée Options
Can we have a tasting
When is final menu picked?
Any decorations included
Centerpieces/Cocktail hour tables?
Do we get a credit if not using centerpieces?
Linen colors:
Ratio of Guests/Servers:
What will waiters wear?
Bridal attendant included?
Number of Bars and Bartenders
Coat Room and Rest Room Attendants?
Is cost included?
Table Size (number):
Table shape:
Maximum Number of Tables for room:
Valet – included or additional?
Dimensions of Dance Floor:
Dimensions of Room:
Separate Cocktail Room:
Overtime charges:
Gratuity – is it a set fee? Is it distributed amongst all staff?
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?
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 Notes about this hall?

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Posted by divabride

If you have excel, I made some nifty questionnaires on my website. Your more than welcome to use them. They are print ready.

Bridal Diva

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WOW, that's great, it must have taken you a lot of work. I have a million check lists too, but this is great! I'm sorry that I didn't come on to LIW when I had absolutely no clue where to begin.

That is exactly what I wanted to pay 70.00 including all. Is that possible???
Ugh!