Blueprint for the Perfect Wedding Ceremony and Reception
by Kelley Paskey, owner of Expanded Events
It’s one of the biggest stressors for Brides and Grooms: location, location, location. What’s available? How much will it cost? Will it fit my guest count? Is our date available? What is a “food and beverage minimum” and how is that different from a “site fee”? Do we need to supply our own tables and chairs? How much is that going to cost?? It’s enough to make the calmest person more than a little frazzled.
These kinds of questions can really make the planning process turn into a chore. It doesn’t need to be that way. You just need to know how the facilities charge and the right questions to ask.
If you’re looking at a Hotel, rather than a “site rental fee”, they charge by having a “food and beverage minimum”. Think of it like a cover charge. The facility wants to make sure that they make at least X amount of dollars in that room that night. The food and beverage minimum for each ball room stays the same if you have 50 guests or 200 guests. So if your food and beverage minimum is $20,000.00 and you have 100 guests, you’ll need to select a menu and bar package that will cost a minimum of $200.00 per guest to make the food and beverage minimum. (or $100.00 per person if you have 200 guests) The plus side to this is that, generally, every thing that you need is included: tables, chairs, linens, china, glassware, votive candles, heaters, dance floor, service staff, ample parking, optional valet, etc.
If you’re looking at a facility, other than a hotel, (museum, library, institution, etc.) there is generally a facility site-fee and what you get with that site fee varies a lot. In general, the flat site fee includes rental of the space for 4-5 hours, tables and chairs and a Bridal changing room—and that’s it … you must bring in everything else. The everything else includes: Catering and Bar Service, Rentals (linens, china, glassware, silverware, dance floor, heaters, etc.), Cake, Valet Parking and additional electricity, lighting, etc. While all these extras can become costly, you also have the opportunity to select the colors and style that you want, as well as shop around for the best price.
When you begin looking for your ceremony and reception site, regardless of weather you’re looking at a hotel or other facility, you’ll want to be armed with the following list of questions and considerations.
- What is included with the site fee/food and beverage minimum? Tables? Chairs? Dance Floor? Length of event time? Bridal changing room? Ceremony? Parking? Signage? Heaters? Caterer’s prep kitchen? Garbage removal at the end of the night? Audio/Visual equipment?
- How early can you get into the facility to set up and accept deliveries on the day of the event?
- Is there an extra charge for the day-before rehearsal?
- Will the facility allow you to store your belongings (favors, décor, toasting flutes, cake knife/server, etc.) at the facility the day before and day after the event?
- How many restrooms are available for guests?
- Are the restrooms shared with the general public, or exclusively for our guests?
- How will the facility keep the public from coming into our event?
- What is the deposit and final payment requirements?
- Is the facility easy to find?
- Is there ample parking for your guests?
- Does the facility offer discounted room rates for the Wedding guests?
- Is there an additional charge for having the ceremony on site? What’s included in that charge?
- Is there a contingency plan for bad weather? (different location, canopies, heaters, etc?) Is this an extra charge?
- If the ceremony or reception is outside, will electricity be available for DJ/Amplification/Musicians?
- How much assistance does the facility’s staff provide for setting up décor/equipment?
- Does the room décor (carpet, chairs, etc.) go with the selected colors/theme of your event?
Take the time to ask questions, tour the facility and consider all the options. You’ll be glad you did!
